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Home My WebLink AboutIteris, Inc. - 2009-12-07j -77 7�0 /A 8- Council/Agency Meeting Held: Deferred/Continued to: �LAppr ve ❑ Conditionally Approved ❑ Denied City yerk's natur Council Meeting Date: 12/7/2009 Department ID Number: PW 09-49 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY C40PUBO�CORKS MEMBERS SUBMITTED BY: FRED A. WILSON, CITY ADMINIST PREPARED BY: TRAVIS K. HOPKINS, PE, DIRECT SUBJECT: Approve Professional Services Contract for Traffic Signal System Master Plan and Appropriate Funds Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s) Statement of Issue: The 2008/2009 Strategic Plan identifies the development of a Traffic Signal System Master Plan. The study will evaluate the City's current traffic signal system and develop a blueprint and prioritization of efforts for the signal system to meet the future communication needs. The Transportation Division, through the City's professional services proposal process, recommends Iteris, Inc. to provide these services. Funding Source: Funds in the amount of $125,000 were budgeted in Fiscal Year 2008/09 and inadvertently omitted from the budget carryover resolution. The project will be - appropriated from the Air Quality Fund (201) to Air Quality Engineering, Contract Services Account No. 20185201.69365. Recommended Action: Motion to: 1) Approve and authorize the Mayor and City Clerk to execute the Professional Services Contract between the City of Huntington Beach and Iteris, Inc. for Citywide Traffic Signal System Master Plan Consulting Services, in the amount not to exceed $119,910; 2) Appropriate $125,000 from the Air Quality Fund for the study; and 3) Approve the use of professional services for the project. Alternative Action(s): Do not authorize the contract and direct staff to either request proposals from other engineering firms or to postpone the study. REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 12/7/2009 DEPARTMENT ID NUMBER: PW 09-49 Analysis: As a part of its Strategic Plan, the City of Huntington Beach is undertaking a comprehensive study of the long term communication and operational needs of the existing traffic signal system. The study will result in the development of a comprehensive plan to develop and maintain the coordination and communication of all signalized intersections within the City of Huntington Beach, along with developing the framework. for future Intelligent Transportation System (ITS) elements including closed circuit television and motorist information systems. Data management and communication in the current traffic signal system relies on technology which has become dated and is at times unreliable. The ability to monitor the traffic signal operation from the Traffic Management Center at City Hall is impacted by the communication shortfalls that are experienced at many locations. The existing system cannot communicate with the Caltrans traffic signals along Pacific Coast Highway and Beach Boulevard nor can ITS elements such as closed circuit television cameras or motorist information signs be installed in the City. This is a highly specialized effort requiring experienced engineering resources. In compliance with Municipal Code Section 3.03 Professional Services, the Transportation Division requested proposals from qualified engineering firms. Seven proposals were received and through the City's professional services proposal process, Iteris, Inc. was selected to provide these services. The reference check for Iteris, Inc. provided positive responses from past clients. Iteris has performed similar study and design efforts for numerous local agencies, including recent projects for the cities of Fountain Valley, Westminster and Newport Beach. Public Works Commission Action: Not required. Strategic Plan Goal: Maintain, improve and obtain funding for public improvements. Environmental Status: Not applicable. Attachrment(s): -2- 11/19/2009 11:52 AM ATTACHMENT #1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND ITERIS, INC. FOR CITYWIDE TRAFFIC SIGNAL SYSTEM MASTER PLAN CONSULTING SERVICES Table of Contents Scopeof Services.....................................................................................................1 CityStaff Assistance................................................................................................2 Term; Time of Performance.....................................................................................2 Compensation..........................................................................................................2 ExtraWork...............................................................................................................2 Methodof Payment..................................................................................................3 Disposition of Plans, Estimates and Other Documents...........................................3 HoldHarmless.........................................................................................................3 Professional Liability Insurance.............................................................................4 Certificate of Insurance............................................................................................5 Independent Contractor............................................................................................6 Terminationof Agreement.......................................................................................6 Assignmentand Delegation......................................................................................6 Copyrights/Patents...................................................................................................7 City Employees and Officials..................................................................................7 Notices.........................................................................................7 Consent....................................................................................................................8 Modification............................................................................................................. 8 SectionHeadings.....................................................................................................8 Interpretation of this Agreement..............................................................................8 DuplicateOriginal....................................................................................................9 Immigration............................................................................................................... 9 Legal Services Subcontracting Prohibited................................................................9 Attorney's Fees..........................................................................................................10 Survival.....................................................................................................................10 GoverningLaw.........................................................................................................10 Signatories.................................................................................................................10 Entirety......................................................................................................................10 EffectiveDate.................................................................................11 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND ITERIS, INC. FOR CITYWIDE TRAFFIC SIGNAL SYSTEM MASTER PLAN CONSULTING SERVICES THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY, and Iteris, Inc. , a corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to analyze and develop a citywide traffic signal system master plan ;and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Marc A. Porter who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. agree/ surfnet/professional svcs mayor I of 11 12/07 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on ��E p 2009 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than one year from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed one Hundred nineteen Thousand Nine Hundred Ten Dollars ($ 119,910.00 ). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake agree/ surfnet/professional svcs mayor 2 of 11 12107 such work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any agree/ surfnet/professional svcs mayor 3 of 11 12/07 insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not contain a self -insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not effect agree/ surfnet/professional Svcs mayor 4 of 11 12/07 Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. agree/ surfnet/professional svcs mayor 5 of It 12/07 CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. agree/ surfneUprofessional secs mayor 6 of 11 12/07 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail -return receipt requested: TO CITY: City of Huntington Beach ATTN: William F. Janusz, Principal Civil Engineer 2000 Main Street Huntington Beach, CA 92648 17. CONSENT TO CONSULTANT: Iteris, Inc. Attn: Marc A. Porter 1700 Carnegie Avenue, Ste 100 Santa Ana, CA 92705-5551 When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. agree/ surfnet/professional svcs mayor 7 of 11 12/07 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be agree/ surfnet/professional svcs mayor 8 of 11 12/07 curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. agree/ surfnet/professional sves mayor 9 of 11 12/07 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the taws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. CONSULTANT's initials ry 28. ENTIRETY The parties acknowledge and agree that they/are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. agree/ surfnet/professional Svcs mayor 10 of 11 12/07 29. EFFECTIVE DATE IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. This Agreement shall be effective on the date of its approval by the City Council. This Agreement shall expire when terminated as provided herein. CONSULTANT, ITERIS, INC. COMPANY NAME By: --� C-- .- 4b e a_s a ha print name ITS: (circle one) Chairma residentNice President AND CITY OF HUNTINGTON BEACH, a municipal corporation of the State of C' alifoa May ity Clerk INITIATED AND APPROVED: By: ` v *ez gc�" PUBLIC WOVS Director/Chief print name ITS' circle one) Secretary/ ief Finari ial Officed sst. Secretary - Treasurer APPROVED: inistrator ..,�PPROVED AS TO FORM: ClL�/ ity Attorney c (1 - 1 q (�cl ?-�l 0't agree/ surfnet/professional sves mayor 11 of 11 12/07 EXHIBIT "A" A. STATEMENT OF WORD: The City of Huntington Beach, as part of its Strategic Plan, is undertaking a comprehensive study of its existing traffic signal system with respect to future communication and operational needs. This study will result in the development of a comprehensive plan for the coordination and communication of all signalized intersections within the City of Huntington Beach along with developing a framework for future Intelligent Transportation System elements including closed circuit television and changeable message signs. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: CONSULTANT's duties and responsibilities shall include but is not limited to the following scope of work described in Exhibit A.1 and A.2. C. CITY'S DUTIES AND RESPONSIBILITIES: Provide information and data, as available, to CONSULTANT for conducting the study. Provide a staff member to oversee the study preparation. D. WORD PROGRAM/PROJECT SCHEDULE: Consultant shall perform all tasks and deliverables as presented in the project schedule below: Notice to proceed for this project is anticipated to be issued on December 1, 2009. The scheduled completion date for this study is September 1, 2010. The schedule presented in the CONSULTANTS proposal and included as Figure I in this document shall be the contract project schedule, noting that all dates are delayed by three months due to the December 1, 2009 notice to proceed date. jmp/contracts group/exA/9/28/09 I of 2 EXHIBIT "A" FIGURE 1: PROJECT SCHEDULE September October November December January February March April May TASK 1: Review' Existing Signal System TASK 1.1. Field Review P TASK 1.2: GIS Database of Existing Conditions . TASK 1.3: Identify Deficiencies TASK 2: Evaluate' Surrounding Systems TASK 3: Prepare TSSMP/SEMP TASK 3.1: - .. - . .. .. ... - _ . TASK3.1: SEMP - - - - . S€MP - TASK 3.2: Needs identification, ... - - Opportunities ,and SPhnionSTASK Il . 3.3: tPSK 3.3: Prnparr- Urak 4 -. .�..,.� FruPare final .. - iSSMP TSSMP Q DeWerables I - leahnieal Memorandum a • Updated SEMP j 2-GIS Database 5-Draft TSSMP _ � ; TASK'4: Prepare tnty, 3-SFMP 6- final TSSMP WcukShops I jmp/contracts group/exA/9/28/09 2 Of 2 EXHIBIT A.1 Citywide Traffic Signal System Master Plan Request for Proposal Iteris Scope of Work In consistent with the Scope of Work specified in Exhibits A and A.2 of this agreement, CONSULTANT shall perform the following tasks: PROJECT KICK-OFF MEETING Shortly after receipt of Notice to Proceed, a project kickoff meeting will take place, which will be attended by representatives from the Iteris team and the City. The purpose of this meeting is to ensure that participants understand and support the goals of the project and the plan to achieve them. Monthly Progress Report The Iteris Project Manager will submit a monthly written progress report to the City and Iteris management. In this report, the Iteris Project Manager will discuss activities conducted during the previous calendar month. Typical subjects covered in this report may include a summary of the activities conducted during the month, planned activities for the next month, concerns or issues encountered and proposed solutions, assignments of or reassignments of key personnel, up-to-date project schedules, and status of deliverables, open items, contract variance, extra work and/or closed items. Project Status Meeting Iteris will discuss the progress report during monthly or regular meetings with the City — the forum for this meeting will be at the discretion of the City Project Manager. The Iteris Project Manager will summarize current activities, discuss concerns, report on milestones, evaluate future technical and financial requirements, and obtain feedback from the City. These conferences are planned to promote open communication between the City and Iteris. Subtask 0.2: Outreach Workshops Iteris will conduct three workshops in the course of preparing the Traffic Signal System Master Plan, in accordance with the proposed scope of work. Workshop 1 will be conducted early on in the project timeline, as an introduction to the Project for all the Project Stakeholders identified by Iteris and the Systems Engineering Management Team (SEMT). Workshop 2 will be conducted at the beginning of Subtask 3.3 (Prepare Traffic Signal System Master Plan) to present the Existing Conditions, Needs Assessment, Opportunities and Solutions, as well as the initial recommendations for the overall traffic signal system improvements. Workshop 3 will present the draft Traffic Signal System Master Plan, as well as the draft Strategic Deployment Plan. The intent of the workshops is to engage the Project Stakeholders to solicit their input and ensure their understanding of the project process, which enhances the possibility of their "buy - in" and support of the end -results of the project. It is envisioned that additional smaller, more focused meetings will be required with select Project Stakeholders, such as a focus group meetings between City Traffic staff and the City Information Technology (IT) department, and these will occur on an as -needed basis. Iteris Exhibit A 1 revised on 9-28-09 1 of 15 Task 0 Deliverables: • Meeting agendas and notes, progress reports, invoices and supplemental material as requested/required by City staff • Outreach Workshops, including announcements, agendas, meeting materials, and meeting notes po Sion, Assessing the City's existing traffic signal system and infrastructure is the first task to complete for the Master Planning process. A thorough and accurate assessment of the existing conditions is essential to facilitate an analysis of the City's existing traffic signal system and infrastructure (to be completed in Task 2) in an effort to leverage the existing traffic signal system and infrastructure to the extent possible. Review of the existing signal system can be executed through three subtasks (described below) that consist of a Field Review and identification of noted signal system deficiencies. Subtask 1.1: Field Review In support of Task 1, the Iteris Team will conduct a complete assessment of the traffic signal controllers, communication facilities and other traffic signal support systems throughout the City. The purpose of the existing signal system analysis is to gain a full understanding of the existing system and establish a foundation for the recommendation of any potential future signal system upgrades or replacements for the City. The Iteris Team has extensive experience in conducting this type of field review and has developed a thorough checklist that is used on projects of this nature. The checklist will be employed by all staff conducting the field review to ensure that the same information is collected by all teams. The checklist will be reviewed with City staff in advance of any field work being performed to ensure a mutual understanding of the data that will be collected. This approach will help reduce the need to return to the field to collect additional data. There are discreet components to a traffic signal system. Each component will be inventoried, evaluated and discussed separately. However, ultimately the system will function at its best when all of the components are fully and completely integrated. Components of the signal system include: • The general street network and configuration • Location and distribution of traffic signals • Traffic signal controller hardware and software at the intersection • Traffic signal coordination programming and operation • Communication infrastructure between Traffic Management Center (TMC) and intersections • TMC infrastructure Iteris will collect existing traffic infrastructure information through a series of activities, including interviews with City traffic engineering staff, City maintenance staff and review of signal interconnect/signal system documentation. It is understood that the information gathered from these meetings and documents will not be 100% accurate, and additional field verification will be necessary. Iteris Exhibit A 1 revised on 9-28-09 2 of 15 The Iteris Team will inventory each of the City's 140 signalized intersections that are comprised of Type 170 traffic signal controllers operating BI Tran firmware. Of these 140 signalized intersections, approximately 112 are tied to the City's QuicNet 2006 central software system (QuicNet), by McCain. Of these locations, approximately 64 communicate with QuicNet by twisted copper and the remaining 48 communicate by spread spectrum radio. The remaining 28 signalized intersections have no communication infrastructure between the TMC and the intersections. The Iteris Team has extensive experience with QuicNet, having deployed and integrated the system for the Cities of Westminster, Fountain Valley and Corona, and has the expertise to inventory and assess the operations of the City's existing QuicNet system. Task 1 will also inventory the City's existing communications network and infrastructure supporting the traffic signal system. The City's existing communications network and infrastructure is comprised of both twisted pair cable installed in conduit, employing data modems and spread spectrum wireless radios. The inventory will not involve the opening of every pull box, which will number in the several hundred and is not necessary for this project, but will include a detailed inventory at each signalized intersection and a spot check along selected City arterials containing signal interconnect cabling. The inventory will be sufficient to assess the routing of the City's existing communications, and the condition of the corresponding infrastructure. The latter is especially important when assessing the possible upgrade of the twisted pair cable to fiber optic cable using the existing conduit and pull boxes. The City's existing traffic signal system and communications is illustrated in Figure b (on the following page). Iteris Exhibit A 1 revised on 9-28-09 3 of 15 Figure 1: Project Study Area s —,SEAL BEACH Roos A&A[81EN EDIN H� o COUNTY '0 X �Hk R Legend Traffic Management Center (TMC) Signal Interconnect M Potential Agmicy.to.Agency Interconnection Point City of I funlington Beach Traffic Signals 0 Huntington Beach O —trans 0 Fountain Valley O emanster * Costa Mesa * City Traffic Signal (future) NEINP EACt City Traffic Signal (Radio) 01 Huntington Beach Signal Project Area Master Plan ITE Iteris Exhibit A 1 revised on 9-28-09 4 of 15 Subtask 1.2: Identify Deficiencies The identification of operational and equipment deficiencies is essential to help determine the need for and extent of improvements required to achieve the City's goals. The deficiencies identification will be focused on improving the City's traffic management capabilities and communications infrastructure, and will also aim to identify such items as high -bandwidth communications needs; gaps in the existing communications network; controller and cabinet upgrades; addition of video surveillance at critical signalized intersections; the need for changeable message signs (CMS) or smaller trailblazer signs for route guidance; information dissemination via Internet or kiosks; as well as operational improvements including need for signal coordination along key corridors or with boundary agencies. Task 1 will result in a deliverable that presents an inventory of the City's existing traffic signal system, inclusive of signalized intersection hardware, QuicNet central software systems, traffic operations and communications. The deliverable will provide the City with an excellent overall summary of the existing operations as well as an assessment of the existing systems that can be leveraged and utilized as part of the overall Master Plan. Client comments received on the Task 1 deliverable will be incorporated into Task 3 and Task 4. Task 1 Deliverables: • Existing Conditions Signal System Technical Memorandum w/ Illustrations of Existing Conditions • Deficiencies Identification Technical Memorandum One goal of the Master Plan is to develop a strategy for the City to establish communications with adjacent jurisdictions, including Caltrans and the Cities of Fountain Valley, Westminster and Costa Mesa. In concert with the OCTA Traffic Signal Synchronization Master Plan, developed by Iteris Team member KOA, it is an overall goal of OCTA and the local agencies in Orange County to improve traffic signal operations along corridors, including boundary signalized intersections, to improve overall countywide traffic operations. Through the use of communication links, or interties, between the City TMC and those of boundary agencies, the City will be able to share traffic signal timing data, synchronize clocks and share video surveillance data. In order to establish an agency -to -agency intertie, a number of alternatives are available that will be further explored as part of the project. This intertie can be accomplished through a high - bandwidth intertie or virtual private networks (VPNs). It should be noted that the high - bandwidth intertie would require the City of Huntington Beach to upgrade existing signal interconnect to fiber optic along select corridors back to the City's TMC. Task 2 will result in a deliverable that presents an assessment of the existing and planned traffic signal systems for Caltrans and the Cities of Westminster, Fountain Valley and Costa Mesa, as well as a recommended approach to establishing communications with these agencies to improve overall traffic operations coordination across jurisdictional boundaries. This includes conducting up to one meeting with each of the noted agencies. Note that the Iteris Team's experience with Iteris Exhibit A 1 revised on 9-28-09 5 of 15 the noted agencies will result in a cost savings to complete this task. Client comments received on the Task 2 deliverable will be incorporated into Task 3 and Task 4 deliverables. Task 2 Deliverables: • Evaluation of Surrounding Systems Technical Memorandum To effectively conduct this project, it will take a focused approach with dedicated staff that not only understand the principles of ITS and Systems Engineering, but who can also design, construct and integrate the ITS strategies that will be detailed in the ITS Master Plan to maximize the use of the City's existing transportation network while improving public safety. The details of the Huntington Beach Traffic Signal System Master Plan will not be confined to just the boundaries of the City of Huntington Beach, or just to the Traffic Engineering department. Instead, when it is completed, the Traffic Signal System Master Plan should detail how the City's traffic signal system will be integrated into a regional approach to traffic operations with the added ability to share data and bandwidth with other City departments, such as the City IT department, and Police and Fire Dispatch, as well as boundary agencies. The Iteris Team Iteris understands these benefits, and is the team who will provide the highest quality services to the City of Huntington Beach. The development of a Systems Engineering Management Plan is one tool to achieve project success. Subtask 3.1: Systems Engineering Management Plan The Systems Engineering QFU'ONLL COMC@f FNCN[FOMC I AM I j� V Management Plan (SEMP) will �._._.___"_ MYIA6FNFNf MMMIENFxGF- UM. -a QVIIiFM[Irt describe the activities processes workshops and outreach activities �> and tools that will be used by Iteris to QF� F `;' support the development of the F, «4.1W.m o D, Huntington Beach Traffic Signal , MWAM.." System Master Plan, including the �,,, ";w active participation by other stakeholders. Iteris will employ the .� Systems Engineering Guidebook for Wnnrtrrtanaa ITS for the development of the r� U- SEMP, as detailed on the FHWA website for the Systems Engineering Guidebook for ITS (Guidebook) (http://www.fhwa.dot.gov/cadiv/segb/). The SEMP will enable Iteris to manage the project using systems engineering principles and methods to maximize the quality of the Traffic Signal System Master Plan being developed, while minimizing the budget and schedule required for its completion. For this reason, and in compliance with the Guidebook, the SEMP needs to occur at the onset of this project. The most significant objective of the systems engineering process is to ensure that the Traffic Signal System Master Plan details a deployment strategy that meets the City's long-term needs while adhering to the Regional ITS Architecture principles of Systems Engineering. To meet this objective, the systems engineering process is utilized to minimize changes to the Traffic Iteris Exhibit A 1 revised on 9-28-09 6 of 15 Signal System Master Plan once it has been completed. This goal is accomplished by ensuring that all relevant concerns have been included in the overall planning and design process and at the right times. The systems engineering process to support the Traffic Signal System Master Plan is multidisciplinary in nature and includes requirements and interface management, configuration control, design validation, integration and testing (including product verification) and also provides data for task tracking. This process will allow Iteris to confirm that ITS strategies recommended for deployment meet the intent and requirements for the project and provides traceability throughout the project timeline. Iteris' approach to the application of a systems engineering process is to identify ITS deployment stakeholders, determine their needs, and follow a logical process in defining a system architecture and functional design that can be reviewed and verified to meet stakeholder needs. The key concept in this approach is to identify system requirements, track the requirements to ensure they link to the stakeholder needs, and then verify that the requirements have been satisfied by the installed system. Iteris will identify a Systems Engineering Management Team (SEMT) that will consist of internal staff that would be responsible for the technical oversight of contracted and in-house systems engineering activities identified in this plan during the development of the ITS Master Plan. The SEMT will perform the systems engineering activities required to define and control the ITS requirements and system specifications and will perform the planning and oversight of the technical program efforts. Working with the SEMT, the Iteris Team will identify the Project Stakeholders who could benefit from bein involved in the Traffic Si nal g g System Master Plan project. This includes additional staff from the Traffic, Maintenance, IT, CIP, Fire and Police departments who are not part of the core SEMT; and other City Departments, including but not limited to Parks & Facilities, Community Services and Library Services — all of whom could possibly benefit from the deployment of a high -bandwidth citywide communications network. Project Stakeholders could also be outside agencies including Caltrans District 12 and neighboring agencies as detailed in Task 2. It is envisioned that the Project Stakeholders would participate in the project process through attendance at workshops; communications with City of Huntington Beach staff, the Iteris Team and the SEMT, as well as review of project submittals. Review of project submittals will be facilitated through a "no frills, utilitarian" Project Website tblihd dh tdb It , P t b ttl Piojen szpa _ ,M�ana8amant PNnnl� ' f �hniul P7anninq - COnh010acomaMa ' Tnazi4oning Oocumantali0n _ kgiatbn PWmiug -< - 7 `System. Engu+ hp Pr: Elements For . . F'06e'Malysislnd6sion " r Systems Eng"inee�ing�Managemen"tjPlan es a s a an os e y ens. roJec su mi a s, meeting announcements, and presentation material will be placed on the Project Website for access to all Project Stakeholders. Iteris Exhibit A 1 revised on 9-28-09 7 of 15 As indicated under the Project Management Task (Subtask 0.2), Iteris has proposed a total of three workshops in the course of preparing the Traffic Signal System Master Plan. These workshops would enhance the Systems Engineering process, in the assembly of the SEMP. They would also provide the SEMT and other project stakeholders an open and structured project input and feedback mechanism. Workshop 1 will be conducted as an introduction to the Project for all the Project Stakeholders identified by Iteris and the SEMT. Workshop 2 will be conducted at the beginning of Task 3 to present the Existing Conditions, Needs Assessment, Opportunities and Solutions, as well as the initial recommendation of the overall traffic signal system improvements. Workshop 3 will present the draft Traffic Signal System Master Plan and Strategic Deployment Plan. The intent of the workshops is to engage the Project Stakeholders. It is envisioned that additional smaller, more focused meetings will be required with select Project Stakeholders, such as a focus group meetings between Traffic and IT, and these will occur on an as -needed basis. The primary objectives of the SEMP process are: • To provide modern, state-of-the-art project management requirements that identify what items are to be developed, delivered, integrated, installed, verified and supported as the City deploys the traffic management strategies detailed in the Traffic Signal System Master Plan. • To limit and reduce the proliferation of management documentation and to implement relevant aspects of applicable standards. • Identify relevant directives and references. • To provide evidence that control over the design, procurement, installation, integration, testing, support and inspections which demonstrate acceptability of material and services to be performed. • To provide emphasis on a disciplined integrated systems development approach. • To inform the City with the concepts of systems engineering management and techniques. Subtask 3.1 Deliverable: • Systems Engineering Management Plan (SEMP) Subtask 3.2: Needs Identification, Opportunities and Solutions Based upon the SEMP (Subtask 3. 1), the details of the Existing Conditions and Defined Deficiencies (Task 1), and the Evaluation of Surrounding Systems (Task 2), the Iteris Team will prepare a Technical Memorandum that details the needs, opportunities and solutions in support of the Traffic Signal System Master Plan. Needs Identification The Needs Identification will utilize the findings from Task 1 and Task 2 to conduct an assessment of the City's Traffic Signal System needs. The findings of Task 1 will detail the existing traffic signal system, communications and TMC operations, as well as the identified deficiencies along the major corridors, which in turn will support the overall traffic signal system and ITS goals, needs and objectives for the City of Huntington Beach. The findings of Task 2 will provide the requirements to establish communications with outside agencies. The Iteris Team will then compare Traffic Signal System Master Plan goals and objectives with the existing Iteris Exhibit A 1 revised on 9-28-09 8 of 15 conditions to determine the City's needs. It is envisioned that the needs identification will include, but not be limited to, the following traffic signal system improvement strategies and solutions: 1. Communications System: the communications system is typically the most expensive component of any traffic signal system, and includes the communication infrastructure (conduits, pull boxes, vaults, hubs, hardware, etc) and the network (VLANs, IP assignments, data traffic management). The City has an expansive existing communications system comprised of in -ground twisted pair cable supported by conduit and pull boxes, and spread spectrum radios that have been historically unreliable. In support of the Traffic Signal System Master Plan project, the City's communications systems needs will be assessed not only from the standpoint of Traffic, but to also support the City's other communication needs such as IT, communications to City Facilities (Police Stations, Fire Stations, schools, utilities, etc.) Identifying the City Facilities and the communication needs will be identified through outreach activities with the SEMT and Project Stakeholders. Elements that will be emphasized as part this activity include: — Communication media: fiber optic cable, twisted pair cable, spread spectrum wireless, WI-FI and WI -MAX are all types of communication media used for Traffic and ITS. Fiber optic cable offers the most bandwidth for communications to field devices, City facilities, and outside agencies, but is also the most costly to install. Twisted pair cable offers limited bandwidth with limited capabilities. All forms of wireless communications have made exponential improvements in the past several years. Although the City's existing wireless hardware has proven unreliable, current wireless hardware could be considered for select signalized intersections. Each type of communication media has advantages and disadvantages, and will be measured against the City's traffic management needs to develop recommendations. — Communication Protocol: The City currently employs serial communications over twisted pair cable to communicate with traffic signals. The current standard for Traffic and ITS is Ethernet -based communications, which offers tremendous benefits and flexibly over serial, but does require the upgrade of twisted pair data modems to Ethernet switches and traffic signal controllers to include an Ethernet port. For example, Type 170E controllers can be upgraded to Ethernet, but Type 170 controllers cannot, and require complete replacement to support Ethernet communications. Additionally, Ethernet performs best using fiber optic cable, but can be supported by twisted pair cable and wireless networks. Both serial and Ethernet communications will be evaluated. — Communication hubs: Deployment of communication hubs at select locations that could include dedicated controller cabinet or secure City Facilities. — Network topology: Location of communication hubs and routing of backbone network, segments requiring high -bandwidth fiber, utilization of existing and need for new conduit/pull boxes, utilization of existing twisted pair cable for low -bandwidth communication needs, possible wireless, DSL and other solutions — NTCIP compliance and standards: Iteris has worked with AASSHTO, ITE, NEMA and vendors involved in the development and maintenance of the NTCIP standards, and is well versed in the application of these standards to Traffic Signal System Master Plan and design activities. As part of the needs and requirements of the system, adherence to Iteris Exhibit A 1 revised on 9-28-09 9 of 15 NTCIP standards and COTS solutions will be essential to ensure City deploys an open system. Network Integration: The design and integration of the Ethernet -based network including VLANs, IP addressing and coordination with IT for a comprehensive Citywide network integration solution. Communication hardware and vendors: Iteris has worked with and is in partnership with numerous IT vendors including Cisco, EtherWAN, RuggedCom, GarrettCom, IFS, Actelis, MOXA and many others. Vendor selection and communication hardware requirements are extremely important components of a communications network, especially one that is coordinated with IT and other City Departments. 2. Traffic Signal System: The City has 140 signalized intersections comprised of Type 170 traffic signal controllers. One likely result of the Traffic Signal System Master Plan will be the deployment of an Ethernet -based communications network that will require the Type 170 traffic signal controllers to be Ethernet ready. As detailed in the RFP, the City has expressed the desire to retain the Type 170 platform of controllers, which includes the Type 170E and Type 170 ATC controllers. Model 2070 controllers are also compatible with the City's Type 332 cabinets and will also be evaluated. The City also operates a QuicNet 2006 central signal system. A needs assessment will be completed to identify possible new central signal systems that meet the City's requirements to control Type 170/Model 2070 traffic signal controllers and to provide signal coordination with outside agencies. Iteris has recently conducted this type of evaluation for the all the key traffic signal systems in support of projects for Moreno Valley and OCTA, and will utilize this information to support the evaluation for the City of Huntington Beach. Furthermore, the evaluation should consider the possible future migration to traffic responsive or traffic adaptive operations. 3. Transportation System Management: Improving traffic management typically involves more than just upgrading traffic signal systems and communications. CCTV cameras, changeable message signs (CMS), parking management, and video detection, when married to high - bandwidth communications and a new Traffic Management Center, can greatly improve traffic management. The needs assessment will identify candidate systems and locations to deploy CCTV cameras and CMS, communications hardware requirements and options, software and firmware requirements and options, and vendor options. The needs assessment will also identify possible upgrades of the City's TMC within the existing TMC footprint as well as typical layouts for a small, medium and large sized TMC suitable for Huntington Beach. 4. Traffic Operations: One key outcome of traffic signal system master plan is the identification of enhancements (i.e. communications) to improve operations of the traffic signal system both within the City and with boundary agencies. Improved traffic operations, along with reduction in emissions and greenhouse gases, are always key outcomes of any ITS project. The needs assessment will identify needs for continued traffic operations opportunities along key corridors and with boundary agencies, including the need for additional detection and field elements to support coordinated signal timing operations and management. However, this is not intended to be a detailed evaluation of the City's signal timing plans and coordination. 5. Citywide Emergency Vehicle Preemption System: The City of Huntington Beach currently has a wide deployment of Opticom detectors for vehicle preemption. As part of the Master Plan, EVP will be included for expansion to intersections that currently are not equipped and for new intersections that might be constructed in the future. Iteris Exhibit A 1 revised on 9-28-09 10 of 15 6. Signal System Master Planning & Institutional Opportunities: A focus of the Master Plan will be to implement solutions that can benefit multiple City Departments. Depending on the interactions between the various departments and how the City is structured, cooperative agreements (CA) or memorandums of understanding (MOUs) may be needed to clearly define roles and responsibilities. An example may be to prepare an MOU between Traffic and IT departments for the maintenance of the communications network. But this need could expand outside of the City to other agencies or entities, such as between the City and Caltrans for the operations and maintenance of coordinated signal timing along corridors where both agencies operate signalized intersections. This need could also address any joint trenching or sharing of communications infrastructure with Public Utilities or other entities if the opportunity arises for the City and a third party to install conduit in a common trench associated with a utility project. 7. Level of service (LOS) goals for traffic: As part of prioritizing corridors and signalized intersections in support of implementing field devices (CCTV cameras, CMS, system detection) or developing the order in which projects will be implemented, one criteria can be to identify existing LOS for critical intersections and establishing LOS goals to determine if a particular intersection or corridor warrants ITS solutions. It is assumed that the City has LOS information readily available and no new calculations will be necessary. 8. City Facilities: the communications network can support more than just Traffic and possibly serve to provide communications to Police Stations, Fire Stations, schools and utilities. Key to this approach will be to engage other City Departments in coordination with the SEMT and project workshops to identify the City Facilities that might warrant connection to the communications network, the communication requirements for each facility and if a particular facility could serve as a communication hub. 9. Regional and National ITS Architecture: There is no requirement that an Traffic Signal System Master Plan be compliant or consistent with the pre-existing Regional ITS Architecture for the region. However, at the next update of the Regional ITS Architecture, the pertinent elements of the completed ITS Master Plan should be incorporated into the Regional ITS Architecture. This will ensure that when the City begins to seek funding for the planned projects envisioned in the ITS Master Plan, those projects are in the Regional ITS Architecture, and eligible for Federal funding — and in some cases State funding. Iteris staff is familiar with the Southern California Regional ITS Architecture, as well as the Orange County portion of that Architecture, and can provide guidance on where the Architecture will need to be updated in order for the Master Plan elements to be eligible for funding. In addition, Iteris recently completed an ITS Strategic Deployment Plan for Orange County that went through an extensive User Needs assessment and documentation of Institutional Issues and Lessons Learned. This places Iteris in a unique position of understanding recent sentiment among city traffic engineers from around Orange County with regards to several issues, including the development of sub -regional traffic management centers and funding for operations and maintenance activities. 10. Greenhouse Gas (GHG) Emissions: An emerging aspect of the ITS industry is how ITS technologies and applications can be used to contribute to the reduction in Green House Gas (GHG) emissions. Being an emerging field, it is premature to define specific technologies and/or ITS solutions for the City of Huntington Beach as part of the Master Plan, as work is on -going in parallel to evaluate such approaches. However, it is clear that the provision of broadband communications, such as Ethernet, to the intersection and the use of improved Iteris Exhibit A 1 revised on 9-28-09 11 of 15 network performance measurement technologies such as Bluetooth as probes to collect data, measure travel times and assess emissions, will likely be key components in tackling GHG emissions. Incorporation of such measures would place the City in a leadership role of a local agency striving to reduce GHG emissions. 11. Operations and Maintenance Costs and Requirements: It is envisioned that the Traffic Signal System Master Plan will detail a series of projects to deploy solutions that will include a communications network and field devices. The corresponding systems will likely require coordination between City Departments for the operations and maintenance (O&M) of the system. For example, if the communications network is to support both Traffic and Citywide network as a shared system with IT, then it is imperative to identify the roles and responsibilities to determine who will maintain the system and hardware, and the corresponding costs for this maintenance. The needs assessment will identify the O&M activities, associated costs and roles and responsibilities for the project elements. Opportunities and Recommended Solutions Based upon the needs assessment, in combination with the existing inventory and deficiencies activities conducted in Task 1, the Iteris Team will develop a comprehensive analysis of the City's needs, opportunities and recommended solutions as they relate to the traffic signal system, traffic management, ITS and communications, which will be noted herein as Opportunities and Solutions. The Opportunities and Solutions will focus on the identified strategies and solutions, and begin with an assessment of the current systems employed by the City, define requirements and specifications for future systems and deployments, and create combined solutions along with performance measures for the City inclusive of the stakeholders participating in this Project. The strategies identified in the Master Plan will also address industry best practices and assess impacts of maintenance on the City's existing staff to develop overall costs and benefits of the ITS deployments by phase. One significant component of this effort is envisioned to be a deployment plan for the City's communication network to offer high -bandwidth communications to not only the City's Traffic field devices but City facilities as previously noted. This cooperative effort presents an opportunity for the City to deploy and maintain one communications network at a dramatic savings compared to each City Department deploying individual systems. It will also improve overall sustainability of the overall communications network and strive to achieve a City goal to provide infrastructure integration. But it does require careful planning to ensure compatibility with the various systems envisioned to be supported, as well as identifying possible shared use or leasing opportunities within and outside of the City, if the cost savings outweigh possible risks in coordinating with outside entities. The Opportunities and Solutions will require outreach and consensus building amongst the SEMT and Project Stakeholders, and will require workshop activities (as noted in subtask 3.1) and may also require more focused meetings with particular stakeholders (Traffic and IT). Subtask 3.2 will result in a deliverable that presents the needs, opportunities and recommended solutions to Traffic Management in the City of Huntington Beach. It is envisioned that the deliverable will include recommendations on improvements to the City's TMC, traffic signal system and communications network; and recommendations on deployment of CCTV cameras, Iteris Exhibit A 1 revised on 9-28-09 12 of 15 changeable message signs (CMS), and interties with Caltrans and the cities of Westminster, Fountain Valley and Costa Mesa. Client comments received on the Subtask 3.2 deliverable will be incorporated into Subtask 3.3 and Task 4. Subtask 3.2 Deliverables: • Needs Identification, Opportunities and ITS Solutions Technical Memorandum Subtask 3.3: Prepare Traffic Signal System Master Plan The objectives of the Traffic Signal System Master Plan are to develop a multi -step process to implement a Traffic Management Center, develop solutions and strategies for upgrading the City's traffic signal system, developing a plan for improved citywide communications to all signalized intersections, while leveraging the existing traffic signal system and infrastructure to the greatest extent possible, and creating a plan for improved inter jurisdictional coordination. In adherence with the systems engineering process, Iteris will prepare the draft and final Traffic Signal System Master Plan, based on the details of the proceeding deliverables prepared in Task 1, Task 2 and Task 3, including client comments and input from the Project Workshops. Details from the Technical Memoranda prepared in the previous tasks will collectively be compiled to create the Traffic Signal System Master Plan. The Traffic Signal System Master Plan will detail the phased deployment of the recommended infrastructure solutions including an improved traffic signal communications system, traffic signal system upgrades and other traffic management and ITS strategies as appropriate. A key element of this task will be to create a prioritized ranking of the recommended projects based upon needs, project cost, availability of existing infrastructure, level of service goals, project duration and schedule. This document will discuss design alternatives as well as staging techniques to allow the City to achieve its final goal — deployment of a comprehensive citywide traffic signal system that also serves to support citywide communications. The Plan will include the following elements: • Prioritized listing of projects • Utilize the existing and planned infrastructure to the extent possible • Cost estimates associated with each project • Schedule and Critical Path for the deployment of the projects • Summary matrix of projects by priority and implementation schedule • Capital improvements and associated costs • Floor plan alternatives for the new TMC • Recommendation for an upgrade to the existing or deployment of new central traffic signal system • Operations, maintenance and life -cycle costs • Interagency coordination issues (Intertie, coordinated operations, etc.) • Multi jurisdictional coordination issues • Identify a transition plan • Potential environmental issues • Detail roles and responsibilities of the various stakeholders for the corresponding projects • Identify applicable standards • Recommended approach to VLAN and IP schema Iteris Exhibit A 1 revised on 9-28-09 13 of 15 Iteris recommends that Subtask 3.3 results in a draft and final deliverable that presents the City of Huntington Beach's Traffic Signal System Master Plan. Upon review of the draft Traffic Signal System Master Plan, Iteris will prepare the Strategic Deployment Plan as part of Task 4, in accordance with the RFP. Alternatively, the details of Strategic Deployment Plan from Task 4 can be rolled into Task 3.3 to prepare the Traffic Signal System Master Plan. Iteris recommends the latter approach. However, it is recommended that the end product, the City of Huntington Beach Traffic Signal System Master Plan, incorporate the elements of both Task 3 and Task 4 of the RFP to provide a comprehensive document that presents each phase or project to be deployed, along with cost estimates, project requirements, relationships between projects, a critical path to full deployment, funding opportunities, and operations and maintenance (O&M) costs. The resulting final Traffic Signal System Master Plan will serve as a living document to guide the City to plan, fund, deploy and operate future projects aimed at improving the City's traffic management capabilities. Subtask 3.3 Deliverables: • Draft Traffic Signal System Master Plan • Final Traffic Signal System Master Plan Based on the details of the draft Traffic Signal System Master Plan, including client comments, the Iteris Team will prepare a technical memorandum that details the phased deployment of traffic signal system upgrades, a communications system and other traffic management and ITS strategies as appropriate. A key element of this task will be to create a prioritized ranking and critical path for the recommended projects identified in the draft Traffic Signal System Master Plan. The other key element of this task will be the development of an investment strategy to fund and implement the projects detailed in the Master Plan. Identifying possible funding opportunities and preparing a strategy to pursue funding are keys to the success of any Master Plan. The funding opportunities should not only address the capital cost of the projects, but also the operations and maintenance costs associated with the systems deployed. As part of this task, the Iteris Team will set the stage financially for the Master Plan. Possible funding sources include: 1. Traffic impact fees 2. General funds 3. Public/private partnerships 4. Resource sharing with public agencies external to the transportation agency 5. National Highway System (NHS) 6. Surface Transportation Program (STP) 7. Congestion Mitigation and Air Quality Improvement Program (CMAQ) 8. SAFETEA-LU 9. State funding (Caltrans STIP, Proposition 113) Task 4 will result in a deliverable that presents the Strategic Deployment Plan for the Traffic Signal System Master Plan. The Strategic Deployment Plan will detail the phasing and critical path of the projects recommended as part of the draft Traffic Signal System Master Plan, and Iteris Exhibit A 1 revised on 9-28-09 14 of 15 funding strategies to implement the Master Plan. Client comments received on the Task 4 deliverable will be incorporated into the Strategic Deployment Plan. And as previously stated, Iteris would recommend incorporating the Strategic Deployment into the Subtask 3.3 deliverable to complete the final Traffic Signal System Master Plan. Task 4 Deliverables: • Draft Strategic Deployment Plan • Final Strategic Deployment Plan Iteris Exhibit A 1 revised on 9-28-09 15 of 15 EXHIBIT A.2 City of Huntington Beach Citywide Traffic Signal System Master Plan Request for Proposal Scope of Work The following is a general description of the anticipated project components and tasks. These components are somewhat flexible and the consultant is encouraged to provide recommendations with respect to scope and order of completion. A detailed work plan, including a breakdown of specific tasks and phasing is required as pert of the consultant's proposal. Task 1. Review the Existing Signal System This initial effort will be to review the existing City traffic signal system. The City's intersections are tied together through a combination of twister copper conductors, spread spectrum radio, field masters communicating with spread spectrum radio and several intersections where there is no outside communication. The consultant will be able to review the connections on the City's Quic-Net master at City Hall and discuss the operations with City Staff in order to gain a full understanding of the existing operation. Deliverable: A technical memorandum summarizing the findings and identifying the deficiencies. Task 2. Evaluate Surrounding Systems Since a goal of the City is to have communications with the surrounding agencies and Caltrans, the consultant shall investigate the existing and proposed traffic signal systems in the Cities of Westminster, Fountain Valley and Costa Mesa and evaluate possibilities for two way communication between the cities. In a similar sense, the consultant shall evaluate the Caltrans signal system and investigate communication possibilities with both the on -street masters and the Caltrans TOC. Deliverable: A technical memorandum summarizing the findings and identifying the opportunities for communication. Task 3. Prepare a Traffic Signal System Master Plan/Develop Systems Engineering Management Plan (SEMP) Based on the findings of the initial tasks, the consultant shall develop a Traffic Signal System Master Plan, including a Systems Engineering Management Plan which sets the methodology for the implementation of the City's traffic signal system and communication to the City's Traffic Management Center. The SEMP shall follow the requirements and guidelines developed by the Federal Highway Administration and shall be suitable for inclusion as an attachment to the Traffic Signal System Master Plan report. While the City of Huntington Beach currently operates a Bi-Tran Quic-Net system, the consultant shall investigate other traffic signal systems and present their applicability to the City's needs. The objective of the TSSMP and SEMP is to present a multi -step process that the City can achieve a fully functional Traffic Management Center with communication to all signalized locations and outside agencies. A proposed order of implementation of these improvements is as follows: 1. Establish a stable two-way communication link with all city -owned traffic signals. As an interim measure, the existing spread spectrum framework may be utilized, however from a practical sense, it has not proven reliable from a constant communication standpoint and for data uploading/downloading. The communication system recommended must be capable of second -by -second two way communication and must be compatible with future improvements. Although not envisioned in the near future, any communication upgrades must consider the implementation of traffic responsive or traffic adaptive signal control. 2. Establish a stable two-way communication link with the cities of Westminster, Fountain Valley and Costa Mesa along with Caltrans. This link should enable the City of Huntington Beach staff to have viewing capabilities of the current signal timing traffic signal operations and video feeds from these cities traffic operations centers. 3. A communication framework shall be developed to accommodate the deployment of closed circuit television along the major arterials of the City of Huntington Beach. The ability to utilize this communication system for future changeable message sign operation shall also be considered. 4. For each of these steps, any necessary physical improvements to the City's traffic management center must be identified. An estimate of probable cost must be prepared for each item, including bundling of these improvements into feasible packages for implementation. Possible funding mechanisms shall also be identified. Meetings: Several meetings between the consultant and City staff are envisioned during this task as the consultant develops various alternatives. (Deliverable: A Traffic Signal System Master Plan (TSSMP) presented in 8 ''/2" by 11" format. The SEMP is to be submitted as a separate document. Both the TSSMP and SEMP shall be signed and sealed by a Civil Engineer registered to practice in the State of California. Task 3. Prepare a Strategic Deployment Plan The consultant shall develop a deployment plan that will allow the City to strategically implement the TSSMP based on needs and funding. A critical path diagram shall be provided to show the dependencies of each project, sequence of deployment and tasks that can be performed simultaneously. 2 Funding strategies for each phase of work shall be developed with the funding source and qualification requirements stated. Any future issues or timing constraints that would impact the funding strategy must also be identified. Deliverable: A deployment plan shall be submitted as described above. III. Schedule A draft TSSMP and SEMP must be submitted by May 1, 2010. Upon receipt of City comments, a revised report is expected within ten working days. EXHIBIT "B" Payment Schedule 1. Charges for time during travel are normally not reimbursable and will only be paid if such time is actually used in performing services for CITY or as otherwise arranged with CITY. 2. CONSULTANT shall be entitled to payments in accordance to the fixed fee schedule below: Total fees shall not exceed One Hundred Nineteen Thousand Nine Hundred Ten Dollars ($119,910.00) as shown in Exhibit 13.1 of this agreement. CONSULTANT agrees to inform the CITY when CONSULTANT is at the point of reaching the maximum limit. CONSULTANT shall not continue with any work effort over the amount of the maximum limit unless first authorized in writing by City authorized representative(s). 3. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each progress payment due. Such invoice shall: 1) Reference this Agreement; 2) Describe the services performed; 3) Show the total amount of the payment due; 4) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. jmp/contracts group/exB-1/9/28/09 EXHIBIT B.1 City of Huntington Beach Traffic Signal System Master Plan Proposed Cost Estimate Date; July 24, 2002 TASK Iterls Staff KOA Staff HOURS COST d at c w `o ul rn W C v y.. m ar W V. , :. •Im W W g Q W ¢ N:: c CD 'O C m C 0 CA C to En a7 N 0 E is m .. ... 'C �/! •fA 1L to W lu $210.00 5220.00 319a.ao $150.00 s145.00 s110.00 $90.00 a120.00 5235.001. `s19e.00 5123.00 srao.0o Loaded Staff Rates Task 0 Project Management and Coordination 29 61 12 0 0 0 12 9 : ; 6 " 0 0 0 74 $13,140 Subtask0.1 Project Management 20 61 9 ` 35 $6.600 Subtask0.2 Outreach Workshops 9 12 12 6 39 S6.540 Task 1 Review the ExisllnR Signal System 17 01 23 201 0 151 0 0 5 30 75 85 270 $37,260 Subtask 1.1 Field Review 2 1 8 5 30 75 85 205 $26 760 Subtask 1.3 Identify Deficiencies 15 15 20 15 65 $10.500 Task 2 Evaluate Surrounding Systems 20 0 .20 . 0 0 0 .20 8 0 0 01 68 $11.480 Task 3 Pre are TSSMP and SEMP 47 0 65 60 0 60 30 D -10 0 0 0 272 $42,220 Subtask 3,1 Systems Engineering Management Plan 7 15 20 42 $6,370 Subtask 3.2 Needs Identification Opportunities and Solutions 20 20 30 20 15 105 S15,850 Subtask 3.3 Prepare Traffic Signal System Master Plan 20 301 30 20 15 t0 125 $20,000 Task 4 Prepare a Strategic Deployment Plan 10 35 201 1 20 fi 91 14.610 Total Hours Labor 1231 61 1551 1001 01 751 82 9 "35 30 75 85 775 Total Hours by Firm 550 225 Budget by Firm $86,760 $31,960 Total Labor without Optional Subtask $118.710 Other Direct Costs ODCs S1.200 Total -Project Cost without Optional Subtask 1.2 $119,910 NOTE TO FILE Page 1 of 2 Esparza, Patty From: Janusz, Bill Sent: Monday, November 30, 2009 10:33 AM To: Esparza, Patty Subject: Consultant List 06 02 09 Patty: Here is the list. Please let me know if you need anything further. Bill 1 ram. Advantec Consulting Engineers 21700 Copley Drive, Suite 350 Diamond Bar, CA 91765 (909) 860-6222 Mr. Bernard Li bkli advantec-usa.com Albert Grover & Associates 211 E. Imperial Highway, Suite 208 Fullerton, CA 92835 (714) 992-2990 Mr. Robert Kuehn rob@ a Ibe rta rover. com Iteris, Inc. 1700 Carnegie Avenue Santa Ana, CA 92705 (949) 270-9400 Mr. Ramin Massoumi rmmO-iteris.com Kimley-Horn Associates, Inc. 765 The City Drive, Suite 400 Orange, CA 92868 (714) 939-1030 Mr. Jason Melchor iason.melchorakimley-horn.com KOA Corporation 1120 W. La Veta Avenue, Suite 660 Orange, CA 92868 11 /30/2009 NOTE TO FILE Page 2 of 2 (714)573-0317 Mr. Rock Miller rmiller _ katzokitsu.com URS Corporation 2020 E. First Street, Suite 400 Santa Ana, CA 92705 (714) 835-6886 Mr. Doug Smith douglas smith()urscorp.com 11/30/2009 su ily`INSURANCE AND INDEMNIFICATION WAIVER ILrr ql i Bin, MODIFICATION REQUEST V 1. Requested by: Bill Janusz, Public Works 2. Date: October 1, 2009 OCT 0 0 2009 3. Name of contractor/permittee: Iteris, Inc. City of Hunting�a t�S eac:� City Attorney's Cffica 4. Description of work to be performed: Citywide Traffic Signal System Master Plan Consultina Svcs 5. Value and length of contract: $119,910 / 3 years 6. Waiver/modification request: Consultant wants $50K retention for $5M policy 7. Reason for request and why it should be granted: Consultant's insurance poli the minimum limit that HB reauires. See e-mail dtd 9/29 enclosed. 8. Identify the risks to the City in approving this waiver/modification: Low pattment Head Signature %/D _ �7— [mate: APPROVALS Approvals must be obtained in the order listed on this form. Two approvals are required for a request to be granted. Approval from the City Admihistrator's Office is only required if Risk Management and t City Attorn�i'sOffice disagree. 1. isrk Management Approved ❑ Denied✓✓ Signature Date 2. City Attorney's Office proved ❑ Denied Signature Date 3. City Administrator's Office ❑ Approved ❑ Denied Signature Date If approved, the completed waiver/modification request is to be submitted to the City Attorney's Office along with the contract for approval. Once the contract has been approved, this form is to be filed with the Risk Management Division of Administrative Services Iteris Waiver 10/1/2009 2:06:00 PM DATE __)� CERTIFICATE ®F LIABILITY INSURANCE 09/29/M/DDYYYY, ACORD o9/29r2oo9 'PRODUCER Marsh Risk & Insurance Services 4695 MacArthur Court, Suite 700 (949)399-5800 License #0437153 Newport Beach, CA 92660 440980-02-02-09-10 INSURED Iteris, Inc. 1700 Carnegie Avenue, Suite 100 Santa Ana, CA 92705-5551 (11VFRAnxc THIS CERTIFICATION IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC # INSURER A: Federal Insurance Company 20281 INSURER B: Illinois Union Insurance Co 27960 INSURER C: INSURER D: INSURER E: THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALLTHE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS- _ IINSR ADD`I.. LTR INSRD TYPE OF INSURANCE POLICY NUMBER POLICYEFFECTIVE DATE(MM/DD/YYYYI POLICY EXPIRATION DATE(MM/DD/YYYY) LIMITS GENERAL LIABILITY EACH OCCURRENCE 1,000,000 ! COMMERCIAL GENERAL LIABILITY A X COI 35843685 04/01/2009 04/01/2010 DAMAGE TO RENTED PREMISES Ea occurrence $ 1,000,000 MED EXP (Any one person) $ 10,000 [X CLAIMS MADE OCCUR PERSONAL & ADV INJURY $ 1,000,000 X RetentiOn-. _._. ______..__-__ ..._ -_„-�$10.000 GENERAL AGGREGATE $ 2,000,000 GENERAL AGGREGATE LIMIT APPLIES PER PRODUCTS - COMPIOP AG $ 2,000,000 PRO- _X..., POLICY JECT LOC -- ---- - -_ __— AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 X ANY AUTO 73546448 04/01/2009 04/01/2010 (Ea accident) _ - li ALL OWNED AUTOS -- BODILY IN, $ SCHEDULED AUTOS - IS' 1.O FORM (Per person) BODILY INJURY $ Y HIRED AUTOS NON -OWNED AUTOSECG F„3 �`� (Per accident) PROPERTY DAMAGE $ X J $1,000 Ded Comp/Coll 0R C1 (Per accident) I GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ . ANY AUTO ANY ACC OTHER THAN $ AUTO ONLY: AGG $ EXCESS / UMBRELLA LIABILITY EACH OCCURRENCE $ OCCUR I CLAIMS MADE AGGREGATE $ $ DEDUCTIBLE ... _--- - - - -- ---. - .-- - - ... $ RETENTION S g WORKERS COMPENSATION AND X WC STATU- I OTH- FIR EMPLOYERS' LIABILITY A 71719654 04/01/2009 04101/2010 L. EACH ACCIDENT $ 1,000,000 'i ANY PROPRIETOR/PARTNER/EXECUTIVE Y / N H.L. DISEASE _EA EMPLOYEE $ 1,000,000 OFFICER/MEMBER EXCLUDED?-- N" DISEASE - POLICY LIMIT — _ $ 1,000,000 (Mandatory in NH) If yes. describe under SPECIAL PROVISIONS below .L. OTHER B Professional Liability G21656045006 04/01/2009 04/01/2010 Limit 5,000,000 Claims -Made Form Aggregate 5,000,000 Retro Date 1-1-91 Retention 50,000 I DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS 1untington Beach Traffic Signal System Master Plan. Consulting services to prepare a master plan. Iteris Project Number: 17-P09-0065 CERTIFICATE HOLDER LOS-000925335-01 City of Huntington Beach Attn: Janet Lockhart 2000 Main Street Huntington Beach, CA 92648 CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. John Graef ACORD 25 (2009/01) ©1998-2009 ACORD CORPORATION. All Rights Reserved The ACORD name and logo are registered marks of ACORD IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER This Certificate of Insurance does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. 95 f9nnwn11 Page I of 2 Lockhart, Janet From: Scott E. Carlson [sec@iteris.com] Sent: Tuesday, September 29, 2009 11:36 AM To: Lockhart, Janet Cc: Joshua P. Roos; Janusz, Bill Subject: RE: Traffic Signal System Master Plan Janet - The reason that Iteris has the higher deductible is because we carry 5 times the minimum limit that Huntington Beach requires. Maintaining a $10,000 deductible on a $5 million policy is cost prohibitive. While we have never had a claim, we maintain the higher limits because it is needed on some of the larger jobs we have. Is this sufficient for your waiver? Scott Carlson, PE Transportation Systems Iteris, Inc. �rom. Lockhart, Janet [mailto:]Lockhart@surfcity-hb.org] Sent: Tuesday, September 29, 2009 11:14 AM To: Scott E. Carlson Cc: Joshua P. Roos; Janusz, Bill Subject: RE: Traffic Signal System Master Plan The minimum required is $lM per occurrence/aggregate with a $10,000 deductible. From: Scott E. Carlson [mailto:sec@iteris.com] Sent: Tuesday, September 29, 2009 9:56 AM To: Lockhart, Janet Cc: Joshua P. Roos; Janusz, Bill Subject: RE: Traffic Signal System Master Plan That is Iteris' standard retention. Is there a different value that Huntington Beach requires? Scott Carlson, PE Transportation Systems Iteris, Inc. From: Lockhart, Janet [mailto:)Lockhart@surfcity-hb.org] Sent: Tuesday, September 29, 2009 9:50 AM To: Scott E. Carlson Cc: Joshua P. Roos; Janusz, Bill Subject: RE: Traffic Signal System Master Plan Hi Scott, t notice your professional liability coverage has a $50,000 retention, which will require a waiver. In order to 10/ 1 /2009 Page 2 of 2 process the insurance waiver, please provide a reason for this retention. If you have any question, feel free to give me a call. Janet Lockhart SeniorAclministrative Anal vst City of Huntington Bench - Central Services Division Phone: 714-530-5506 FAX: 714-374-1530 From: Scott E. Carlson [mailto:sec@iteris.com] Sent: Tuesday, September 29, 2009 9:31 AM To: Lockhart, Janet Cc: Joshua P. Roos Subject: Traffic Signal System Master Plan Janet — Iteris is in process of signing the contract you provided to Marc Porter. Attached is a copy of the insurance certificate. An original is being mailed to you. Scott Carlson, P Associate Vice President,` Director of Enaineering Transportation System Iteris, Inc. 170ie Avenu-e j Su v�';anne ite 100 Santa Ana [ CA, ; 92705-9 1 tel949.27(i.9c7t} fax 949.270.9400 cell 7;4.724.7080 tY kh: w. i to n s-LO-M 10/ 1 /2009 sul ity INSURANCE ANDINDEMNIFICATION WAIVER MODIFICATION REQUEST 7-0 1 Requested by: William F. Janusz, Public Works i2 2. Date: October 27, 2009 3. Name of contractor/permittee: Iteris, Inc. 4. Description of work to be performed: CibMide Traffic Signal _System Master Plan'. Consultina Services 5. :Value and length of contract: $119,910, 3 year 6. Waive r/modification request: Consultant requesting. mod.. to language of Hold Harmless, Clause 7. Reason for request and why it should be granted: Consultant concerned about attorney selection (see attached) 8. Identify the risks to the City in approving this waiver/modification: Minimal Risk, No construction involved Depart eM Head Signature Date: APPROVALS Approvals,must be:obtained in the order listed on this form. Two approvals are required for- a request to be granted. Approval from jhe: City Administrator's,Office1s only required if Risk. Management and, thf0ity Attorney's 'Office disagree: 1. E2.h%k Management Approved ❑ Denied. t4--1/ Signature DV 2. City Attorney's Office �>Ap roved ❑ Denied, I I ]signature' Date 3. City Administrator's Office E] Approved El Denied Signature Date If approved, the completed waiver/modification request'isto be submitted to the City Attorney's Office along with -the contract for approval. Once the contract has been lapproved, this form isto be filed with the. Risk Management'bivision:of Administrative Services Iteris Waiver 10 19 09 10127/2009 212:00 PM Page I of I From: Joshua P. Roos. Upr@iteris.com] Sent: Monday,. October 19, 2009 2;08 PM To: Janusz, Bill Subject: Iteris-City of Huntington BeacllProfessional Services Agreement Bill, Pee our telephone conversation, Iteris would like to propose changing the 2,nd line in Article of the agreement to read as follows: "CONSULTANT will conduct all defense,at.its sole cost and expense and CITY shall approve selection of CONSULTANT'S counsel; provided, however, such approval shall not.be, unreasonably withheld." Thank you, Josh Joshua P. Roos Iteris, Inc. 1700 Carnegie Avenue I.Spite 100 Santa Ana I C,A 192705-5551 tel 949.270.9400 1 fax 949.2270,9401 j,pr �,iterisxom 10/2712009 ATTACHMENT #2 , CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION FINANCE DEPARTMENT TO: FRED A. WILSON, CITY ADMINISTRATOR / FROM: BOB WINGENROTH, DIRECTOR OF FINANCE' SUBJECT: F I S 2 0 0 9 -10 -0 3 Approve Professional Services Contract for Traffic Signal System Master Plan and Appropriate Funds DATE: NOVEMBER 17, 2009 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Approve Professional Services Contract for Traffic Signal System Master Plan and Appropriate Funds." If the Council approves this action, the estimated undesignated budgetary fund balance of the Air Quality Fund at September 30, 2010, will be reduced to $587,419. BW/rs 1. Date: 11/23/2009 CITY OF HUNTINGT N BEACH Professional Service Contracts Purchasing Certification 2. Contract Number: PWKa 3. Department: Public Works 4. Requested by: William Janusz 5. Name of consultant: Iteris Inc 6. Attach the written statement of the specification, conditions, and other requirements for the requested services provided to solicited consultants. RFP Attached 7. Amount of the contract: $119,910 8. Are sufficient funds available to fund this contract?' ® Yes ❑ No 9. Is this contract generally described on the list of professional service contracts approved by the City Council?' ® Yes ❑ No 10. Business Unit and Object Code where funds are budgeted: 20185201.69365 11. Is this contract less than $50,000? ❑ Yes ® No 12. Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 13. Is this contract over $100,000? ® Yes ❑ No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to contract.) 14. Were formal written proposals requested from at least three available qualified consultants? ® Yes ❑ No 15. Attach list of consultants from whom proposals were requested (including a contact telephone number). Attached 16. Attach proposed scope of work. Attached 17. Attach proposed payment schedule. Attached Head Signature ' If a= RICAARD AMADRIL Central Services Manager 1. If the answer to this question is "No," the contract will require approval from the City Council. INITIATING DEPARTMENT: Public Works SUBJECT: Approve Professional Services Contract for Traffic Signal System Master Plan COUNCIL MEETING DATE: December 7, 2009 (CA /°V►� �oy ME.I TS . STAT S Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Appiicable Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable Contract/Agreement (w/exhibits if applicable) Attached (Signed in full by the City Attorne) Not Applicable ❑ Subleases, Third Party Agreements, etc. Attached ❑ (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Attached Not Applicable ❑ Fiscal Impact Statement (Unbudgeted, over $5,000) Attached Not Applicable ❑ Bonds (If applicable) Attached ❑ Not Applicable Staff Report (If applicable) Attached ❑ Not Applicable Commission, Board or Committee Report (If applicable) Attached ❑ Not Applicable Findings/Conditions for Approval and/or Denial Attached ❑ Not Applicable RCA Author: Janusz:jg City ®f Huntington Beach 2000 Main Street • Huntington Beach, CA 92648 OFFICE OF THE CITY CLERK JOAN L. FLYNN CITY CLERK December 14, 2009 Iteris, Inc. Attn: Marc A. Porter 1700 Carnegie Avenue., Ste. 100 Santa Ana, CA 92705-5551 Dear Mr, Porter: Enclosed for your records is a duplicate original of the Professional Services Contract between the City of Huntington Beach and Iteris, Inc., for Citywide Traffic Signal System Master Plan Consulting Services. Sincerely, JF:pe Enclosure G:followup:agrmtltr Sister Cities: Anjo, Japan • Waitakere, New Zealand ( Telephone: 714-536-5227 )