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City council Staff Report Agenda Item No. 13
November 27, 2012
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
David A. Webb, Public Works Director
949 - 644 -3311, dawebb @newportbeachca.gov
PREPARED BY: Brad Sommers, Senior Civil Engineer
APPROVED:
TITLE: Approval of Professional Services Agreement with Iteris, Inc., for
Traffic Signal Modernization Project — San Joaquin Hills Road
(Phase 6A) and Newport Coast Drive (Phase 6B)
ABSTRACT:
Engineering services are required for preparation of plans and specifications for the San
Joaquin Hills Road and Newport Coast Drive (Phases 6A and 6B) of the Traffic Signal
Modernization Project.
RECOMMENDATION:
Approve a single source Professional Services Agreement with Iteris, Inc. ( Iteris), of
Santa Ana, for design of San Joaquin Hills Road (Phase 6A) and Newport Coast Drive
(Phase 6B) of the Traffic Signal Modernization Project at a not to exceed price of
$387,305.00 and authorize the Mayor and City Clerk to execute the Agreement.
FUNDING REQUIREMENTS:
The current adopted budget includes sufficient funding for engineering services within
the Measure M Competitive Fund account, 7284- C3002018.
DISCUSSION:
The City -wide Traffic Signal Modernization Project is being designed and constructed as
a multi -year project to install a new and upgraded City -wide traffic signal management
system that utilizes state of the art technology improvements. The goal of this multi -
phased project is to reduce congestion and improve the efficiency and flexibility of our
traffic signal system.
1 of 31
Approval of Professional Services Agreement with Iteris, Inc., for Traffic Signal Modernization
Project — San Joaquin Hills Road (Phase 6A) and Newport Coast Drive (Phase 66)
November 27, 2012
Page 2
Prior to the first phase of the Traffic Signal Modernization Project, staff invited seven
firms to provide proposals for design of the project. Staff received three proposals,
which were reviewed to evaluate each firm's qualifications, past experience on similar
projects, and availability before selecting Iteris as the most qualified.
As the citywide modernization project is a phased project, staff has planned to utilize
one design consultant for the duration of the project to maintain consistency of the
design and to capture cost saving by avoiding a new learning curve on each phase. In
order to maintain design consistency and reduce costs, staff requests the City Council
recognize Iteris as a single source vendor for this agreement and waive Council Policy
F -14's administrative requirements to seek formal proposals. Staff did select the current
design consultant through a formal proposal process prior to the start of the first phase.
During design and construction of the previous six Traffic Signal Modernization Projects,
Iteris has developed extensive knowledge of the City's traffic signal system and
effectively reduced staff review time through better prepared plans and more
comprehensive design. Staff recommends approval of an agreement with Iteris for the
design of the San Joaquin Hills Road and Newport Coast Drive Phases of the
modernization project which will improve our system reliability and efficiency, as well as,
staff's ability to manage the system.
Phases 6A and 6B of the Traffic Signal Modernization Project will be partially funded
through Measure M2 and part of the 2011 OCTA Traffic Signal Synchronization Project
grant. Through the grant application process, the City was awarded the maximum
eligible funding for the two project corridors. The grant will fund $220,000
(approximately 37 percent) of total project cost for the San Joaquin Hills Road and
$260,000 (44 percent) of total project cost to the Newport Coast Drive projects. The
awarded funds will be applied to design, construction, and traffic signal timing
implementation and maintenance of the approved project corridors.
Recent changes to the eligibility requirements for OCTA TSSP projects require a multi -
jurisdictional approach to traffic signal synchronization to improve traffic flow along
entire corridors through bordering jurisdictions. To meet these requirements, Newport
Coast Drive (Phase 6B) of the modernization project includes two City of Irvine traffic
signals and one Caltrans traffic signal to synchronize the entire corridor from Bonita
Canyon Drive to Coast Highway. Equipment upgrades for these three intersections are
minimal and completely funded by the grant. The required matching costs from the City
of Irvine and Caltrans will be accounted for with their staff time for project review,
approval, and inspection as "In- Kind" services. A cooperative agreement with the
agencies for the Newport Coast Drive corridor will be developed through the project
process. The San Joaquin Hills Road Corridor, from Jamboree Road to Newport Coast
Drive, is within the City of Newport Beach and will not require a cooperative agreement
with another agency.
2 of 31
Approval of Professional Services Agreement with Iteris, Inc., for Traffic Signal Modernization
Project — San Joaquin Hills Road (Phase 6A) and Newport Coast Drive (Phase 66)
November 27, 2012
Page 3
The services included in the Iteris agreement are described below and detailed in the
attached Professional Services Agreement:
1. Preparation of Phase 6A and 6B Plans, Specifications, and Estimates (PS &E).
The Project consists of upgrades to the traffic signal control and communication
equipment at 23 existing signalized intersections along:
• San Joaquin Hills Road: Jamboree Road to Newport Coast Drive
• Newport Coast Drive: Bonita Canyon Drive to Coast Highway
Closed Circuit Television Cameras (CCTV) will be installed at the following four
intersections:
• San Joaquin Hills Road /Marguerite Avenue;
• San Joaquin Hills Road /Newport Coast Drive;
• Newport Coast Drive /Ridge Park Road; and
• Newport Coast Drive /Coast Highway.
Fiber Optic interconnect cable will be installed along the following corridor
segments to close gaps in the exiting traffic signal communication network:
• San Joaquin Hills Road: San Joaquin Hills Road to Newport Coast Drive
• Newport Coast Drive: San Joaquin Hills Road to Pelican Hills Road North
2. Develop and deploy optimized traffic signal timing plans for traffic signals and
corridors along San Joaquin Hills Road and Newport Coast Drive.
As with the previous phases of the Traffic Signal Modernization Project, Iteris will
review existing conditions and traffic signal timing to create new timing and
coordination plans. The timing review will also ensure the City is in compliance
with State and Federal traffic signal timing guidelines.
Iteris will implement the optimized traffic signal coordination plans into the City's
traffic signal system and "fine- tune" the traffic signal system through field
observations.
3. Preparation of PS &E for rehabilitation of the San Joaquin Hills Road /Crown Drive
and the Newport Coast Drive /Coast Highway traffic signals.
4. Ongoing traffic signal timing and detection maintenance.
3 of 31
Approval of Professional Services Agreement with Iteris, Inc., for Traffic Signal Modernization
Project — San Joaquin Hills Road (Phase 6A) and Newport Coast Drive (Phase 613)
November 27, 2012
Page 4
As required by the OCTA grant, Iteris will continue to observe the traffic signal
timing and vehicle detection for a period of two years after the completion of the
project. Iteris will work with Staff to correct any observed issues.
5. Project Management and Coordination.
Iteris will aid Staff with coordination between agencies and to manage grant
deadlines and submittals to OCTA.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California
Environmental Quality Act ( "CEQA ") pursuant to Section 15301, (for repair,
maintenance and minor alteration of existing public facilities) of the CEQA Guidelines,
California Code of Regulations, Title 14, Chapter 3, because it has no potential to have
a significant effect on the environment.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
David A. Webb
Director of Public Works
Attachments: A. Traffic Signal Modernization Exhibit
B. Professional Services Agreement and Scope of Services
4 of 31
LEGEND
PHASES I - 5 G ] COMPLETED (9) SIGNALS)
PHASE 6A PLANNED COA:STUCTION VV 12-13 (651CN.LL5)`
PHASE 6B FUTURE PLANNED CONST FY 1. -14O SIGNALS)•
PHASE RA FUTURE PLANNED CONST FY 1I -13 IS SIC \ALS)"
PHASE RR FUTURE (10 SIGNALS)
PHASES I -5 3 ] CCTV CAMERAS COMPLETED (?] CAMERAS)
PHASE 6A CCTV CA51ERASS 0 CAINIERASI
PHASE 6R FUTURE CM' CAMERAS (4 CAMERAS)
PHASE %A PLANNED CONK F- I243
OCTA FUNDED -CITY OF IRV NNE LED D G ?IERAl
PHASE XB FUTURE CCTV CAMERAS (6 CAMERAS)
COALM UNICA'I'ION NUR
p13 FUNDED
E Al2 FUNDED - CI'EY OF IRVINE LED PROJECT
REVISED APRIL 19, 2011
DESIGN PROFESSIONAL SERVICES AGREEMENT
WITH ITERIS, INC. FOR
TRAFFIC SIGNAL MODERNIZATION PHASES 6A AND 6B
THIS AGREEMENT FOR PROFESSIONAL SERVICES ( "Agreement') is made
and entered into as of this day of October, 2012 ( "Effective Date ") by and
between the CITY OF NEWPORT BEACH, a California Municipal Corporation ( "City'),
and ITERIS, INC., a Delaware corporation ( "Consultant" or "iteris" ), whose address is
1700 Carnegie Ave, Suite 100, Santa Ana, California 92705 and is made with reference
to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Consultant to prepare design packages and assist with
traffic signal timing development and deployment for the Traffic Signal
Modernization Phases 6A and 6B ( "Project ").
C. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
D. The principal member of Consultant for purposes of Project shall be Paul Frislie
E. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on June 30, 2016 unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
City and Consultant acknowledge that the above Recitals are true and correct
and are hereby incorporated by reference into this Agreement. Consultant shall
diligently perform all the services described in the Scope of Services attached hereto as
Exhibit A and incorporated herein by reference ( "Services" or "Work "). The City may
elect to delete certain services within the Scope of Services at its sole discretion.
6 of 31
3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this
Agreement and Consultant shall perform the Services in accordance with the schedule
included in Exhibit A. In the absence of a specific schedule, the Services shall be
performed to completion in a diligent and timely manner. The failure by Consultant to
strictly adhere to the schedule set forth in Exhibit A, if any, or perform the Services in a
diligent and timely manner may result in termination of this Agreement by City.
3.1.1 Notwithstanding the foregoing, Consultant shall not be responsible
for delays due to causes beyond Consultant's reasonable control. However, in the case
of any such delay in the Services to be provided for the Project, each party hereby
agrees to provide notice within two (2) days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.2 Consultant shall submit all requests forextensions of time for performance
in writing to the Project Administrator (as defined in Section 6 below) not later than ten
(10) calendar days after the start of the condition that purportedly causes a delay. The
Project Administrator shall review all such requests and may grant reasonable time
extensions for unforeseeable delays that are beyond Consultant's control.
3.3 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
fax, hand - delivery or mail.
4. COMPENSATION TO CONSULTANT
4.1 City shall pay Consultant for the Services on a time and expense not -to-
exceed basis in accordance with the provisions of this Section and the Schedule of
Billing Rates or Progress Payments Schedule attached hereto as Exhibit B and
incorporated herein by reference. Consultant's compensation for all Work performed in
_accordance with this Agreement, including all reimbursable items and subconsultant
fees, shall not exceed Three Hundred Eighty -Seven Thousand, Three Hundred Five
Dollars and 00/100 ($387,305.00) without prior written authorization from City. No
billing rate changes shall be made during the tern of this Agreement without. the prior
written approval of City.
4.2 Consultant shall submit monthly invoices to City describing the Work
performed the preceding month. Consultant's bills shall include the name of the person
who performed the Work, •a brief description of the Services performed and /or the
specific task in the Scope of 'Services to which it relates, the date the Services were
performed, the number of hours spent on all Work billed on an hourly basis, and a
description of any reimbursable expenditures. City shall pay Consultant no later than
thirty (30) days after approval of the monthly invoice by City staff.
4.3 City shall reimburse Consultant only for those costs or expenses
specifically identified in Exhibit B to this Agreement, or specifically approved in writing in
advance by City.
ITERIS, INC. Page 2 °ts
4.4 Consultant shall not receive any compensation for Extra Work performed
Without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the
Project, but which is not included within the Scope of Services and which the parties did
not reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B.
5. PROJECT MANAGER
5.1 Consultant shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated Paul Frislie to be its
Project Manager. Consultant shall not remove or reassign the Project Manager or any
personnel listed in Exhibit A or assign any new or replacement personnel to the Project
without the prior written consent of City. City's approval shall not be unreasonably
withheld with respect to the removal or assignment of non -key personnel.
5.2 Consultant, at the sole discretion of City, shall remove from the Project
any of its personnel assigned to the performance of Services upon written request of
City. Consultant warrants that it will continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
5.3 If Consultant is performing inspection services, for City, the Project
Manager and any other assigned staff shall be equipped with a cellular phone to
communicate with City staff. The Project Manager's cellular phone number shall be
provided to the City.
6. ADMINISTRATION
This Agreement will be administered by 'the Public Works Department. Brad
Sommers, Senior Civil Engineer or his1her designee, shall be the Project Administrator
and shall have the authority to act for City under this Agreement. The Project
Administrator or his /her designee shall represent City in all matters pertaining to the
Services to be rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
7.1 To assist Consultant in the execution of its responsibilities under this
Agreement, City agrees to, where applicable:
7.1.1 Provide access to, and upon request of Consultant, one (1) copy of
all existing relevant information on file at City. City will provide all such existing relevant
information in a timely manner so as not to cause delays in Consultants Work schedule.
7.1.2 Provide blueprinting and other services through City's reproduction
company for bid documents. Consultant will be required to coordinate the required bid
documents with City's reproduction company. All other reproduction will be the
responsibility of Consultant.
ITERIS, INC. Page 3 8 of 31
7.1.3 Provide usable life of facilities criteria and information with regards
to new facilities or facilities to be rehabilitated.
8. STANDARD OF CARE
8.1 All of the Services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the Services required by this Agreement, and that it will
perform all Services in a manner commensurate with the highest professional
standards. For purposes of this Agreement, the phrase "highest professional
standards" shall mean those standards of practice recognized by one (1) or more first -
class firms performing similar work under similar circumstances.
8,2 All Services shall be performed by qualified and experienced personnel
who are not employed by City. By delivery of completed Work, Consultant certifies that
the Work conforms to the requirements of this Agreement; all applicable federal, state
and local laws; and the highest professional standard.
8.3 Consultant represents and warrants to City that it has, shall obtain, and
shall keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Consultant to practice its profession. Consultant shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.4 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in defalllt by reason of strikes,
lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's Work promptly, or delay or faulty performance by
City, contractors, or governmental agencies.
9. HOLD HARMLESS
9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers and employees (collectively, the "Indemnified Parties) from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), dernands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorney's fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims "), which may arise under this Agreement or in
any manner relate (directly or indirectly) to the negligence, recklessness, or willful
misconduct of the Consultant or its principals, officers, agents, employees, vendors,
suppliers, subconsultants, subcontractors, anyone employed directly or indirectly by any
of them or for whose acts they may be liable or any or all of them.
9.2 Notwithstanding the foregoing, nothing herein shall be construed to
require Consultant to indemnify the Indemnified Parties from any Claim arising from the
sole negligence, active negligence or willful misconduct of the Indemnified Parties.
Nothing in this indemnity shall be construed as authorizing any award of-attorney's fees
in any action on or to enforce the terms of this Agreement. This indemnity shall apply to
ITERIS, INC. Page 4 9 of 31
all claims and liability regardless of whether any insurance policies are applicable. The
policy limits do not act as a limitation upon the amount of indemnification to be provided
by the Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the Work are under the control of Consultant, except to the extent they are
limited by statute, rule or regulation and the expressed terms of this Agreement. No
civil service status or other right of employment shall accrue to Contractor or its
employees. Nothing in this Agreement shall be deemed to constitute approval for
Consultant or any of Consultant's employees or agents, to be the agents or employees
of City. Consultant shall have the responsibility for and control over the means of
performing the Work, provided that Consultant is in compliance with the terms of this
Agreement. Anything in this Agreement that may appear to give City the right to direct
Consultant as to the details of the performance of the Work or to exercise a measure of
control over Consultant shall mean only that Consultant shall follow the desires of City
with respect to the results of the Services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with the Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in
order to ensure the Project proceeds in a manner consistent with City goals and
policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator and /or his /her
duly authorized designee informed on a regular basis regarding the status and progress
of the Project, activities performed and planned, and any meetings that have been
scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of Work, Consultant shall obtain., provide and maintain at its own expense during the
term of this Agreement or for other periods as specified in this Agreement, policies of
insurance of the type, amounts, terms and conditions described in the Insurance
Requirements attached hereto as Exhibit C and incorporated herein by reference.
ITERIS, INC. Page 510 of 31
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall
be construed as an assignment: The sale, assignment, transfer or other disposition of
any of the issued and outstanding capital stock of Consultant, or of the interest of any
general partner or joint venturer or syndicate member or cotenant if Consultant is a
partnership or joint- venture or syndicate or cotenancy, which shall result in changing the
control of Consultant. Control means fifty percent (50 %) or more of the voting power, or
twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint -
venture.
16. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Consultant shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it,create any obligation on the
part of City to pay or to see to the payment of any monies due to any such
subcontractor other than as otherwise required by law. The City is an intended
beneficiary of any Work performed by the subcontractor for purposes of establishing a
duty of care between the subcontractor and the City. Except as specifically authorized
herein, the Services to be provided under this Agreement shall not be otherwise
assigned, transferred, contracted or subcontracted out without the prior written approval
of City.
17. OWNERSHIP OF DOCUMENTS
17.1 Each and every report, draft, map, record, plan, document and other
writing produced (hereinafter "Documents "), prepared or caused to be prepared by
Consultant, its officers, employees, agents and subcontractors, in the course of
implementing this Agreement, shall become the exclusive property of City, and City
shall have the sole right to use such materials in its discretion without further
compensation to Consultant or any other party. Consultant shall, at Consultant's
expense, provide such Documents to City upon prior written request.
17.2 Documents, including drawings and specifications, prepared by
Consultant pursuant to this Agreement are not intended or represented to be suitable
for reuse by City or others on any other project. Any use of completed Documents for
other projects and any use of incomplete Documents without specific written
authorization from Consultant will be at City's sole
Consultant. Further, any and all liability arising out of
deliverables under this Agreement by City or persons o
against Consultant and City assumes full responsibility
has given Consultant prior notice and has received from
such changes.
risk and without liability to
:hanges made to Consultant's
her than Consultant is waived
for such changes unless City
Consultant written consent for
ITERIS, INC. Page 611 of 31
17.3 All improvement and /or construction plans shall be prepared with indelible
waterproof ink or electrostaticly plotted on standard twenty -four inch (24 ") by thirty -six
inch (36 ") Mylar with a minimum thickness of three (3) mils. Consultant shall provide to
City 'As- Quilt' drawings and a copy of digital Computer Aided Design and Drafting
( "CADD ") and Tagged Image File Format (.tifo files of all final sheets within ninety (90)
days after finalization of the Project. For more detailed requirements, a copy of the City
of Newport Beach Standard Design Requirements is available from the City's Public
Works Department.
18. COMPUTER DELIVERABLES
CADD data delivered to City shall in the professional stamp of the engineer
or architect in charge of or responsible for the Work. City agrees that Consultant shall
not be liable for claims, liabilities or losses arising out of, or connected with (a) the
modification or misuse by City, or anyone authorized by City, of CADD data; (b) the
decline of accuracy or readability of CADD data due to inappropriate storage conditions
or duration; or (c) any use by City, or anyone authorized by City, of CADD data for
additions to this Project, for the completion of this Project by others, or for any other
Project, excepting only such use as is authorized, in writing, by Consultant. By
acceptance of CADD data, City agrees to indemnify Consultant for damages and liability
resulting from the modification or misuse of such CADD data. All original drawings, shall
be submitted to City in the version of AIItoCAD used by the City in .dwg file format, on a
CD; and should comply with the City's digital submission requirements for improvement
plans available from the City's Public Works Department. The City will provide
Consultant with City title sheets as AutoCAD file(s) in .dwg file format. All written
documents shall be transmitted to City in formats compatible with Microsoft Office
and /or viewable with Adobe Acrobat.
19. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept
confidential unless City expressly authorizes in writing the release of information.
20. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents the
Consultant's judgment as a design professional and is supplied for the general guidance
of City. Since Consultant has no control over the cost of labor and material, or over
competitive bidding or market conditions, Consultant does not guarantee the accuracy
of such opinions as compared to consultant or contractor bids;or actual cost to City.
21. INTELLECTUAL PROPERTY INDEMNITY
The Consultant "shall defend and indemnify City, -its agents„ officers,
representatives and employees against any and all liability, including costs, for
infringement or alleged infringement of any United States' letters patent, trademark, or
copyright, including costs, contained in Consultant's Documents provided under this
Agreement.
ITERIS, INC. Page 712 of 31
22. RECORDS
Consultant shall keep records and invoices in connection with the Services to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3)
years, or for any longer period required by law, from the date of final payment to
Consultant under this Agreement. All such records and invoices shall be clearly
identifiable. Consultant shall allow a representative of City to examine, audit and make
transcripts or copies of such records and invoices during regular business hours.
Consultant shall allow inspection of all Work, data, Documents, proceedings and
activities related to the Agreement for a period of three (3) years from the date of final
payment to Consultant under this Agreement.
23. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction
of the dispute with respect to such payment. Such withholding shall not be deemed to
constitute a failure to pay according to the terms of this Agreement. Consultant shall
not discontinue Work as a result of such withholding. Consultant shall have an
immediate right to appeal to the City Manager or his /her designee with 'respect to such
disputed sums. Consultant shall be entitled to receive interest on any withheld sums at
the rate of return that City earned on its investments during the time period, from the
date of withholding of any amounts found to have been improperly withheld.
24. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what would
have resulted if there were not errors or omissions, in the Work accomplished by
Consultant, the additional design, construction and /or restoration expense shall be
borne by Consultant. Nothing in this Section is intended to limit City's rights under the
law or any other sections of this Agreement.
25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the
Project.
26. CONFLICTS OF INTEREST
26.1 The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 .(the "Act'), which (1) requires such persons to
disclose any financial interest that may foreseeably be materially affected by the Work
performed under this Agreement, and (2) prohibits such persons from making, or
participating in making, decisions that will foreseeably financially affect such interest.
26,2 If subject to the Act, Consultant shall conform to all requirements of the
Act. Failure to do so constitutes a material breach and is grounds for immediate
termination of this Agreement by City. Consultant shall indemnify and hold harmless
ITERIS, INC. Page 813 of 31
City for any and all claims for damages resulting from COnSUlta t'S violation of this
Section.
27. NOTICES
27.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first -
class mail, addressed as hereinafter provided. All notices, demands, requests or
approvals from Consultant to City shall be addressed to City at:
Attn: Brad Sommers, Senior Civil Engineer
Public Works
City of Newport Beach
3300 Newport Boulevard
PO Box 1768
Newport Beach, CA 92658
Phone: (949) 644 -3326
Fax: (949)644 -3318
27.2 All notices, demands, requests or approvals from City to Consultant shall
be addressed to Consultant at'
Attn: Paul Frislie
ITERIS, INC.
17.00 Carnegie Ave, Suite 100
Santa Ana, CA 92705
Phone: (949) 270 -9661
Fax: (949) 270 -9401
28. CLAIMS
Unless a shorter time is specified - elsewhere in this Agreement, before making its
final _ request for payment under this Agreement, Consultant shall submit to City, in
writing, all claims for compensation under or arising out of this Agreement.
Consultant's acceptance of the final payment shall 'constitute a waiver of all claims for
compensation under or- arising out of this Agreement except those previously made in
writing and identified by Consultant in writing as unsettled at the time of its final request
for payment. The Consultant and the City expressly agree that in addition to any claims
filing requirements set forth in the Agreement, the Consultant shall be required to file
any claim the Consultant may have against the City in strict conformance with the Tort
Claims Act (Government Code sections 900 et seq.).
29. TERMINATION
29.1 In the event that either party fails or refuses to perform any of the
provisions of this Agreement at the time and in the manner required, that party shall be
deemed in default in the performance of this Agreement. If such default is not cured
within a period of two (2) calendar days, or if more than two (2) calendar days are
ITERIS, INC. Page 914 of 31
reasonably required to cure the default and the defaulting party fails to give adequate
assurance of clue performance within two (2) calendar days after receipt of written
notice of default, specifying the nature of such default and the steps necessary to cure
such default, and thereafter diligently take steps to cure the default, the non - defaulting
party may terminate the Agreement forthwith by giving to the defaulting party written
notice thereof.
29.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days prior written notice to Consultant. In the
event of termination under this Section, City shall pay Consultant for Services
satisfactorily performed and costs incurred up to the effective date of termination for
which Consultant has not been previously paid. On the effective date of termination,
Consultant shall deliver to City all reports, Documents and other information developed
or accumulated in the performance of this Agreement, whether in draft or final form.
30. STANDARD PROVISIONS
30.1 Compliance with all Laws. Consultant shall at its own cost and expense
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state; county or municipal, whether now in force or hereinafter
enacted. In addition, all Work pi`epared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be
subject to approval of the Project Administrator and City.
30.2 Waiver. A waiver by either party of any breach; of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent
breach of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
30.3 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever Kind or nature are merged
herein. No verbal agreement or implied covenant shall be held to vary the provisions
herein.
30.4 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
30.5 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
30.6 Amendments. This Agreement may be modified or amended only by a
written document executed by both Consultant and City and approved as to form by the
City Attorney.
ITERIS, INC. Page 1015 of 31
30.7 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a Court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
30.8 Controllinq Law and Venue. The laws of the State of California shall
govern this Agreement and all matters relating to it and any action brought relating to
this Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
30.9 Equal Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex, age or any other impermissible basis under law.
30.10 No Attorney's Fees. In the event of any dispute or legal action arising
under this Agreement; the prevailing party shall not be entitled to attorney's fees.
30.11 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
ITERIS, INC. Page 1196 of 31
IN WITNESS WHEREOF, the patties have caused this Agreement to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
CITY OF NEWPORT BEACH,
A California municipal corporation
Date:
/ ' r '
Aardin' C. Harp Z Nancy Gardner
City Attorney Ilfl Mayol'
ATTEST: CONSULTANT: ITERIS, INC., a Delaware
Date: corporation
Date:
By: By:
Leilani I. Brown Dan Gilliam
City Clerk Vice President
Date:
By:
James S. Miele
Chief Financial Officer
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
f: lappslsharedl lemlilateslprofessional serviceslpsa engineer architect.doN
ITERIS, INC. Page 1217 of 31
EXHIBIT A
SCOPE OF SERVICES
ITERIS, INC. Page A -1 8 of 31
M' Newport Beach Signal] Modernization ion Phase 6A Project
er. r an JoagnIn Hills Road Corridor
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A. PROJECT APPROACH
Iteris has prepared a detailed scope of work to ensure that the Traffic Signal Modernization Phase 6A project is
completed on time, within budget and to the complete satisfaction of the City. Iteris proposes to complete the
design of the project (Task 1) within a three - month time period; a schedule that should allow the City to capture
the low construction costs. The schedule for signal timing Is devised to implement signal timing plans after
construction is completed.
The project approach is based on the project understanding, project issues and goals, Iteris' depth of
understanding of both ITS and Systems Engineering; and past experience working with the City of Newport
Beach on the Traffic Signal Communication Master Plan and Phase I PS &E, the Traffic. Signal Modernization
Phase 2 and Phase 3, the Traffic Signal Modernization Phase 4 and 7, and the Traffic Signal Modernization Phase
5 projects. Iteris' approach is divided into the tasks listed below.
• Task 0: Project Management
• Task 1: Traffic Signal System Modernization Design (PS &E)
• Task 2: Traffic Signal Timing Development and Deployment
• Task3: Construction Support
• Task 4: Before and After Travel Time Studies
• Task 5: On -Going Maintenance and Operation
This scope of work is based on the services Iteris provided to the City on previous design and timing
synchronization projects as previously noted, as well as the details of the Master Plan specific for Phase 6A and
input from City staff. Additionally, being an OCTA Measure M2- funded- project, there are additional Project
Management, before and after studies, and on- going maintenance tasks that are required for this project Iteris
will work with City staff to prepare a detailed schedule as necessary to meet any project requirements and Is
proposing a 3 -month schedule to complete design. Note that the preparation of the signal timing plans can
occur at any time. Iteris recommends that the initial data collection for the signal timing effort be completed in
parallel with the design field work. However, the traffic counts should be collected while school is in session
(January — June or September — November), which may require an adjustment in the schedule for Task 2.
Implementation and fine- tuning will be completed after construction of the traffic signal system modernizations.
I; � II ifltCl I,l!��Pi�srh�l Ipl. IJ- ht1u,L+faislG� ^Jrjlut.�;jialb]I
Iteris strongly believes that excellent project management is essential in the successful completion of any
project. successful completion does not only mean finishing the project, but also completing the project to the
client's satisfaction within budget and on schedule. As part of Iteris_' project management strategy, Mr. Paul
Frislie will serve as the Project Manager (PM) for this project. He will be the principal contact with the ..City and
other entities per the City's direction. As part of the Project Management task, Mr. Frislie will be available to
attend regular meetings with City staff and prepare and present status reports. He will also be available to City
staff should specific questions arise throughout the duration of the project and for special coordination
meetings to discuss the project with other stakeholders /nelghboring- agencies. Mr. Frislie will be supported by
Mr. Scott Carlson who will serve as the Senior Advisor on this project.
IlL 11.e110 K
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NewpoIrtk Beach 509nall GUilodell ImlzaNio n Ahfase 6A Plrc)ect
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Iteris' PM approach has been developed through many years of experience, and has proven effective in
measuring progress, anticipating problems, reacting qulcldy to changes in the requirements and maintaining
schedule integrity. This approach is designed with checks and balances that have resulted in an Impressive track
record of successful projects. Some Items that contribute to this approach are discussed briefly below.
COMMUNICATION
Active and open communication between the City and Iteris is vital. Communication is essential to the
successful outcome of any project. Iteris' primary objective is to keep the City abreast of the developments that
Impact the project.
QUALITY ASSURANCE /QUALITY CONTROL (QA /QC)
Iteris' ability to implement high - quality deliverables is result of the adherence to a quality assurance program
that ensures accuracy, product usability and an overall commitment to pindUct excellence and user satisfaction.
The Iteris PM ensures the team's commitment to these objectives by identifying goals at the outset of the
project and monitoring the product Implementation and delivery process. Iteris strives to improve the
processes and tools used to provide high- quality products and services..
INTERNAL QA /QC
Iteris' quality assurance also includes internal management reviews. Iteris upper -level management Is
committed to maintaining a proper environment for the successful execution of the project, providing projects
with adequate resources, and monitoring the effectiveness of the project PM and the project team. Internal
management conducts monthly project review meetings, reviewing the current project status against the
current project schedule to ensure that projects are kept on schedule and on budget.
OCTA M2 PROJECT MANAGEMFNTTASKS
Iteris will provide project management service to the City in fulfilling OCTA's Comprehensive Transportation
Funding Programs (CTFP) requirements, which include preparation and submission of final report and payment
application to OCTA. The report . will be prepared In full compliance with the CTFP funding guidelines. We will
also coordinate with OCTA staff throughout the review process until the project is approved by OCTA.
Ililll2ail„ u.hY l;lellrr"i7ls'Ir 1W
This task will focus on the continued citywide upgrade of the City's VMS 330 traffic signal system to the
Centrocs'"' traffic signal system, the deployment of CCTV cameras at select intersections and upgrades (rewire,
signal . modifications) at select signalized intersections, all of which will be supported by Ethernet -based
coimnunications employing a combination of new fiber optic cable and existing twisted pair cable.
The Project will include a total of 12 City of Newport Beach signalized intersections. The listing of project
signalized intersections below includes the type of existing traffic signal controller.
(1.)
(2)
(3)
(4)
(S)
(6)
(7)
(8)
Page 12
San Joaquin Hills Road & Jamboree. Road
San Joaquin Hills Road &Santa Cruz Drive / Big Canyon Drive
San Joaquin Hills Road & Santa Rosa Drive / Big Canyon Drive
San Joaquin Hills Road & MacArthur Boulevard
San Joaquin Hills Road & San Miguel Drive
San Joaquin Hills Road & Crown Drive
San Joaquin Hills Road & Marguerite Avenue
San Joaquin Hills Road & Spy Glass Hill Road
Existing ASC /3
Existing ASC /3
Existing ASC /3
Existing ASC /3
Existing ASC /3
Existing 820A
Existing 820A
Existing 820A
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(4) San Joaquin Hills Road & Newport Ridge Drive West Existing 820A
(10) San Joaquin Mills Road & Newport Ridge Drive East/ Ridge Park Road Existing 820A
(11) San Joaquin Hills Road & Newport Coast Drive Existing 820A
(12) Ridge Park Road Eire Station /Center Drive Existing 820A
The Project signalized Intersections, as shown in Figure 1, represent a portion of Phase G of the Master Plan.
The output of Task 1. will be a detailed Plans, Specifications and Estimate (PS &E) package for the system
elements summarized below.
Page 13
Figure 1: Project Area Map
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Newport Beach Vgnag Modevnb.aUon Phase 6A Project
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1. Traffic signal Cabinet: Replace existing traffic signal cabinet at San Joaquin Hills Road at Marguerite Avenue
and San Joaquin Hills Road at San Miguel Drive.
2. Traffic Signal Controllers: Replace existing traffic signal controllers at six (6) existing Project signalized
intersections with new City - furnished Econolite ASC /3 shelf -mount traffic signal controllers in NEMA
cabinet's.
3. CCTV Surveillance Cameras: Prepare design to implement new CCTV cameras at two (2) signalized
intersections with cameras mounted on existing traffic signal poles and matching:IP encoders installed in the
traffic signal controller cabinets at locations as noted below.
(1) San Joaquin Hills Road at Marguerite Avenue
(2) San Joaquin Hills Road at Newport Coast Drive
4. Communications: The Project signalized intersections east of San Miguel Drive, are currently supported with
twisted pair cable. The City's existing communications will be modernized to support Ethernet
communications to all traffic signal controllers along the corridor and the CCTV cameras, The upgrades will
utilize the existing infrastructure to the maximum extent possible, and will Include new fiber optic cable.
The details of the communications upgrades are summarized below.
(1) San Joaquin Hills Road': Communication upgrades will consist of new fiber optic cable installed in
existing condult along San Joaquin Hills Road from San Miguel Drive to Newport Coast Drive.
(2) Possible fiber termination for the Newport Coast Community Center
(3) Ridge Park Road: Utilize existing twisted pair cable between Newport Coast Drive and Center Drive.
5. Full Intersection Rehab: Upgrade existing signalized Intersection with 'new traffic signal poles, signal heads,
pedestrian heads, traffic signal controller cabinet and new conductors (rewire), at one signalized
intersections listed below.
(1) San Joaquin Hills Road & Crown Drive
Task 1.1: Preliminary Design and 30% Plans
The first step in developing the PS &E package for the Traffic Signal System Modernization Phase 6A project is to
prepare a Preliminary Design Technical Memorandum that both qualifies and quantifies the project elements.
Under this task Iteris will detail the design of the signal system modernizations, CCTV camera design, and
communication infrastructure to support the overall Project: Iteris has designed, deployed and integrated
several systems similar to this for the City of Newport Beach and will be able to complete this effort as efficiently
and effectively as possible. Based on the proposed scope of work and Iteris' understanding of the project, the
Preliminary Design Technical Memorandum efforts will focus on the Project elements as detailed previously in
Task '1.
Upon completion of the field surveys, Iteris will prepare a Technical Memorandum for review by the City. The
Technical Memorandum will serve as a basis for the Detailed Design completed In Task 1.2. City comments on
Page 14
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h1Newp dire Beach 509naH Wii1®ai er mOzatiomi Phase 6A Pvojectk
:an Joaquin Hills Road Corridor
the Technical Memorandum will be Incorporated Into the detailed design. Below Is a summary of the efforts that
will sup portthe development of the Preliminary Design:
Traffic Signal Modernization
The design of the traffic signal controller upgrades will involve the preparation of design packages for the
installation of new ASC /3 traffic signal controllers In existing traffic signal controller cabinets at select locations,
as detailed in Task 1.
'file design of the traffic signal cabinet and controller replacements will include an extensive field review of the
existing inventory and detail necessary cabinet equipment upgrades, intersection wiring, communications
interface, as well as conduit and pull boxes. Civil engineering Improvements will be limited to the cabinets
where it is determined that the existing cabinets need to be replaced. This work will be detailed on a
combination of the 40 -scale communication design plans as well as 20 -scale Intersection plans in the case of
signal rewiring and rehabs.
The details of the :traffic signal controller modernization, including Ethernet communication requirements,
recommended upgrades and integration with the new traffic signal system, and other possible Intersection
upgrades, will be Incorporated Into the design
CCTV Cameras
The design of the CCTV cameras will involve the preparation of.PS &E'package for the installation of new CCTV
cameras at the signalized intersections as detailed in Task 1. The design will include details on all necessary
cabinet equipment upgrades, intersection wiring and communications Interface. Civil engineering
improvements will be limited to the Installation of CCTV cameras on existing poles.
The CCTV design will Include the plans, specifications and cost estimates for the implementation of CCTV
cameras, and associated hardware to Interface the cameras with the fiber optic communication system. The
design of the CCTV camera system will be hased on CCTV cameras, IP encoders and central camera control
software by WILL
Traffic Signal Communication Upgrades
Iteris will prepare the PS &E for the COMMUnication system. The design of the communication system will focus
on Implementing an Ethernet -based communications system to Support the Project traffic signal controller's and
CCTV cameras, while serving as a foundation for the expansion of the communication system to other corridors
and signalized intersections over time.
The design of the Communication system will include fiber optic cable in a combination of primarily existing and
select segments of new conduit. At the discretion, of the City, other communication mediums can be considered.
The design of the communication system will include the use of existing conduit and pull boxes to the maximum
extent possible and the installation of new conduit and pull boxes, as required, due to lack existing
infrastructure or the lack of spare capacity in the existing infrastructure.
Design Reviews and Approvals
The Preliminary Design Memorandum will document the existing conditions, and detail the recommended
design elements encompassed in the traffic signal controller upgrades, traffic signal cabinet upgrades, CCTV
ITEMS-
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cameras, and the communication upgrades, along with a. Preliminary Cost Estimate for construction. The
Preliminary Design Memorandum will also include the 30% design that includes base plans and preliminary
design elements that will be used to support the Preliminary Cost Estimate for construction.
The Preliminary Design Memorandum will be submitted to the City in draft form. As a cost savings measure,
lteris will conduct a review of City comments and incorporate them into the Detailed Design. The Preliminary
Design Memorandum will not be updated and submitted as a final document.
Required Permits, Affected Agencies and Coordination Issues
The installation of the field elements will be done primarily in existing condult, minimizing the amount of
construction, and will be completed within City right -of -way. It is not anticipated that any permits will be
required.
DelNerables:
o Preliminary Design Memorandum
30 % Plans and Estimates
Task 1.2: Detailed Design
Once the details of the project elements have been Identified and agreed upon by the City in the form of City
comments on the Preliminary Design Memorandum (Task 1.1), lteris will begin the detailed design phase that
will produce the 90 %, 100% and final submittals.
The plans and specifications will include the traffic signal controller upgrades, traffic signal cabinet upgrades,
CCN cameras, wiring and other intersection upgrades, associated communication equipment, fiber optic and
twisted pair communications and Infrastructure. The plans and specifications will be prepared to satisfy the
requirements of the project. The final PS &E will Include all necessary improvements to be performed by a
contractor for a complete and operational. system. The final PS &E will be prepared based on final comments
from City staff. Plans will be prepared on AUtoCAD in English units for City right -of -way.
It is anticipated that detailed PS &E packages will be prepared for the following items:
R CCTV site plans at 20- scale.
Communication Infrastructure, including conduit, pull boxes, etc., at 40- scale.
Communication infastructure details for the installation of conduit, pull boxes and splice vaults, if
applicable.
• Traffic signal controller, cabinets and communication hardware upgrades at 40rscale as part of the
communication plans.
• Detailed coniimunication block diagrams forfield equipment and hardware, nodes, coin IIIunlcation hubs
and fiber_ assignments.
Based on initial estimates, it is envisioned that the PS &E package will be comprised of 20 plan sheets.
Typical construction detail sheets will be prepared to support construction of items shown on the field element
design plans. These sheets will cover details such as mounting configuration and hardware, and the installation
of field element equipment. These sheets will also cover details such as trench configurations, pull box /splice
ITE IS•
Page 16
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Newport Beach ia�llrna� bull ®¢Veo-Mzafliion Phase 6A Pir¢oje cQ
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vault details, risers, sweeps and bend requirements, structure crossings, splice procedures, arrangement of
multllile field cabinets, cabinet equipment layout and power distribution assembly, and others needed to clearly
illustrate the work required.
Iteris assumes that the City will provide the following information to support the preparation of the detailed
design.
1. Utility contact information
2. 20 -scale plans (electronically, scanned .tif files or hard copies) for the signalized intersections within the
limits of the communication segments previous identified in this task.
3. Aerials and /or GIS files that include the communication segments previous identified in this task.
Standard Specifications
The City's Traffic Signal Specification Supplemental, updated by Iteris as part of the Phase 5 project will be used
to support the Phase 6A project.
Design Reviews and Approvals
It Is assumed that the PS &E for the traffic signal controller upgrades, CCTV cameras, and Communications design
elements will be submitted as one package and that each submittal will be subject to review by the City_
Comments from each review cycle received within the established time frames will be reviewed, discussed and
incorporated into the next scheduled PS &E submittal.. Signature blocks for City will be added to the plans as
appropriate.
Iteris will meet with the City at each review to discuss the design and address comments. Comments received
by the utilities and third party entities will be incorporated into subsequent submittals.
Applicable Standards
Design plans will be prepared in accordance with applicable pl. icablc. Caltrans or Newport Beach stancards, including
Caltrans 2010 standards, Pubic Works Construction (2003) and City standards. Symbols and legends will be
compiled based on discussions with the City and presented for approval before commencing with detailed
design. NTCIP standards and open architecture standards will be identified and followed when possible.
Estimates
Construction cost estimates be submitted with the plan submittal at each submittal. For the final submittal,
a detailed breakdown by project component will be Included in the Bid Summary.
Oefiverobles:
90% PS &E
0 100 %PS &E
a Final (Mylar) PS &E
o final PS &E on CD or DVD
Page 17
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Iteris will prepare the weckdaysignal timing plans as detailed in the subtasks presented in Task 2 for all Project
signalized intersections listed below.
(1) San Joaquin Hills Road & Jamboree Road
(2) San Joaquin Hills Road & Santa Cruz Drive / Big Canyon Drive
(3) San Joaquin Hills Road & Santa Rosa Drive / Big Canyon Drive
(4) San Joaquin Hills Road & MacArthur Boulevard
(5) San Joaquin Hills Road & San Miguel Drive
(6) San Joaquin Bills Road & Crown Drive
(7) San Joaquin lulls Road & Marguerite Avenue
(B) San Joaquin 'Hills Road & Spy Glass Hill Road
(9) San Joaquin Hills Road & Newport Ridge Drive West
(10) San Joaquin Hills Road & Newport Ridge Drive East / Ridge Park Road
(11) San Joaquin Mills Road & Newport Coast Drive
One element of this task will be to determine the grouping of the Phase 6A signalized Intersections . for
coordination, including where coordination between signalized Intersections does not make sense due to
spacing, traffic patterns, etc. Based on discussions with City staff and Iteris' previous projects for crossing
corridors (Jamboree Road and MacArthur Boulevard); there may be a need to update coordination plans along
MacArthur Boulevard to maintain a similar cycle length throughout the stretch of San Joaquin Hills Road.
Task 2:1: Field Review
This sub -task involves conducting field reviews of the intersections to ensure a thorough understanding of
current traffic operations conditions. The field review will support the signal timing analysis. Initial information
will be obtained from Iteris' files based on previous work completed for the City of Newport Beach and
additional verification will be completed through field reviews. The data that will be collected includes: physical
intersection geometry, lane assignments, posted speed limits, crosswalk lengths, turn bay lengths, turn
restrictions, intersection signing, vehicle pedestrian displays, pedestrian push buttons, and the condition of the
existing controller cabinet and stub up conduit.
Deliverable:
e Field Review Technical Memorandum
Task 2.2: Data Collection
The focus of this task is to collect the necessary information to thoroughly understand existing traffic conditions
and facilitate the analysis of optimized signal timing plans.
7 -Day Average Daily Traffic (ADT) Counts
Iteris will conduct 7 -clay ADT counts at up to six (6) I<ey locations along the Project corridor's. This data will be
utilized to better understand the peaking characteristics of Project corridors. The results of the 7 -day ADT
counts will also be used to determine the 2 -hour peak periods In which the turning movement counts will be
conducted during the AM, midday and PM peaks. In addition, ADT counts will be utilized to identify the need for
additional coordination patters.
1111 li.'sR1Cny
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Turning Movement Counts.
Upon the completion of the ADT count collection and activities, AM, midday and PM peal( .period turning
movement counts will be conducted at all Project signalized intersections. Turning movement counts will be
conducted at 2 -hour AM, midday, and PM peak periods. No weekend turning moving counts will he conducted.
Deliverable:
o Traffic Counts Technical Memorandum
Tasl(23: SisnalTiminaDntimization
As part of this subtask, lteris will evaluate the existing timing operation, update the existing Synchro model
(developed by lteris as part of the 2003 Traffic Flow Optimization project and updated as part of the Phase 1,
Phase 2 & 3, Phase 4 & 7, and Phase 5 projects), and perform signal timing analysis to determine the most ideal
signal timing plans for various volume patterns. This analysis will be conducted for weekday AM, midday and
PM peak periods for the Phase 6A Project Intersections. This will Include the development of the optimal cycle
length, coordination timing, phasing at der, split timing, vehicle (yellow and all red) timings, pedestrian (walk and
don't walk) timings, and time -of -day start and stop Intervals for each timing plan. identified. lteris will also
review potential Impacts on the cycle lengths due to the updates to the bicycle timing requhements included in
the latest California Manual on Uniform Control Devices (CA MUTCD).
Actuated Settings Analysis
As part of this sub- task, . lteris will review actuated settings for each Phase 6A study Intersection to not only
ensure that the existing data from the 820/820A traffic signal controllers are transferred .properly to the new
ASC /3 controllers, but also to identify opportunities to enhance safety and to minimize delay during n6n-
coordnated periods. The analysis shall include, but not be limited to, review of minimum green settings; yellow
change and red clearance interval times (to ensure that they meet the newly accepted 2012 CA MUTCD);
pedestrian timing; bicycle timing; gap, extension and reduction settings;: and phase sequence.
Recommendations will be forwarded to the City of Newport Beach staff for approval.
Coordinated Settings Analysis
lteris staff developed an extensive Synchro network of the City of Newport Beach as part of past projects
completed by lteris. That network will be used as a base network for this project to save the City funds and
assist in conducting this project as efficiently as possible. The new project Intersections will be revised
accordingly based on the field review, new controllers and any revisions in timing setting values listed (as
described in the previous sections). The following sub -tasks will develop optimum signal timing -plans for the
time periods identified to benefit from the provision of coordinated signal operation. It is proposed that once
the initial signal cycle lengths and subsystems have been completed, meetings be held with City staff to discuss
the effects on existing crossing arterials. Upon approval of these initial settings, more detailed analysis (i.e. split
timings, offsets, etc) will be conducted.
Cycle Length Analysis:
The initial step in the analysis process will be to determine the minimum cycle length, the critical intersection
cycle length, the signal groupings /subsystems and the cycle lengths for the signal groupings /subsystems. These
elements are summarized below.
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1. Minimum Cycle Length: Depending on the level of pedestrian activity, the need to accommodate pedestrian
timings at each intersection will be a key element In determiiiing the cycle length and thru movement splits. As
part of the minimum cycle length analysis, the pedestrian volumes will be studied and minlmum cycle lengths
will be developed. Some of the assumptions that will be used in developing the mininnun cycle lengths include:
• Minimum thru split with pedestrian timing= Walk + Flashing Don't Walk + Yellow +All Red
• Knimurii left turn split (if protected left turn movement) = Minimum green time + Yellow +All Red
It should be noted that the vehicular (yellow and all red time) clearance times will be based on the minimum
values dictated by the latest California MUfCD.
2. Critical hitersection Cycle Length: At intersections with the highest volume /capacity ratio and a high number
of pedestrian and bicycle activity (critical intersection) a detailed cycle length analysis: will be conducted. The
theory behind this analysis is that the critical intersections drive the operation of the roadway segment or Sub-
system of intersections and it Is Trey to first study them. In conducting the cycle length analysis at these critical
intersections, the following factors will be taken into consideration: cycle length required to serve pedestrian
and vehicular demand; intersection turning movement volumes; Individual intersection delay and level of
service; and approach delay per movement for each Intersection
In order to provide an efficient flow of traffic, it is important to provide a cycle length that world provide
sufficient green time to be able to serve all movements. However, high cycle lengths typically cause increased
delay for side street approaches and /or protected -only left turn movements. The optimum cycle length will be
the merging of all the above factors Into one value.
3. Signal Grouninos /Subsystems: A sub- system evaluation will be conducted following the critical intersection
cycle length analysis. Reasons for groyping intersections together will be: travel time between Intersections
(this captures the proximity of intersections to each other); storage capacity between intersections; similar
traffic characteristics between Intersections; coordinated crossing arterials; cycle lengths of critical inteisections;
cycle lengths of major crossing corridors; intersections with similar cycle lengths; traffic platoons; and, traffic
volumes.
A coordination subsystem or sub -area comprises a group of signals within a traffic signal system that have
similar characteristics and are located adjacent to each other. The major objective in selecting a group of signals
and designing a coordination subsystem Is to allow for the effective coordination of as many traffic signals as
possible within subsystems. With the successful implementation of proper geographical subsystems and timing
plans, dispersed vehicles can be joined together to form vehicle platoons Which will aid in smoother traffic flow
while maintaining rather unifoiin speeds. Once the decision to form subsystems has been completed, the next
step is to decide which type of subsystem to form.
4. Signal Grouping /Subsystem 'Cycle Length: System wide coordination would be accomplished by using a
similar cycle length throughout the system or grouping of intersections. Upon the development of the optimal
cycle lengths for critical intersections, the minimum cycle lengths based on pedestrian activity, and corridor or
sub- system of con'iclors, the optimum cycle length for each study period will be developed. This analysis could
result in operating some of the intersections with a half - cycle.
ITERY
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Phase Splits, Sequence and Coordination Analysis:
Using Synchro and Iteris' signal . timing expertise, the final step in the analysis process will be to calculate the
Optimum signal timing splits that will provide sufficient green time to adequately serve the vehicle demand. In
addition, the phase order and the offsets will be optimized to provide the most efficient coordination with the
widest bandwidth and least delay. In developing the signal timing splits and phase sequences, it will also be
Important to keep In mind the special needs of each individual Intersection along the corridor. The green time
that will be developed will also be dependent on transit and pedestrian activities.
Development of Timing Sheets
Traffic signal timing plans for identified periods will be developed from the above- mentioned process. The new
timing plans will be submitted to City staff far their review and approval. Tinting plans in Synchro printout
formats will accompany the brief technical memorandum .presented to the City fat review. The format will be
easily Integrated Into the Ceitracs" traffic management system and the appropriate signal controller (ASC /3-
NEMA), to be performed as part of another task. Modifications will be matte to the memo and new timing plans
based on the City's comments and time -space diagrams will be presented. SintTraffic micro- simulation tool will
be used to illustrate the proposed signal timing plans.
Task 2.4i Signal Timing Implementation and Fine- Tuning
As part of this subtask, Iteris will Implement and fine -tune the City approved timing plans, including the new
approved actuated settings and hours of operation.
Controller Setting Deployment
Iteris will coordinate the activities of this task with Econolite and City staff to ensure the most efficient
deployment procedure is followed. It is envisioned that Econolite will configure the Phase. 6A traffic signal
controllers with basic signal timing parameters for initial operations. From the TMC, Iteris will program the
Project traffic signal controllers with the coordinated signal timing plans developed for Task 2.
In addition to entering the Phase 6A coorcination parameters, Iteris will also provide optimi7.ed Values for the
other "non - coordination" based settings. These values will be based on the city -wide standards developed by
Iteris as part of the previous project activities, most recently the Phase 5 project. If the City reconfigure its
current detection settings at any of the Project Intersections, Iteris will coordinate with Econolite to make sure
the new settings are input Into the new controllers.
Signal Tinting Fine- tuning
Although modern optimization software produces excellent coordination plans, observation and fine - tuning of
the plans under field conditions are crucial to achieving the best possible coordinated flows along the corridor.
Once the Phase 6A proposed signal timing plans have been implemented, Iteris staff will conduct field reviews
after the deployment of the timing plans. The intent of this task is to observe the efficiency of the new signal
timing plains. Special attention will be given In regard to the Interaction of cross- corriclors and existing
coordinated crossing arterials (jamboree Road, MacArthur Boulevard, and San Miguel Drive), and minor streets.
When developing optimum signal timing plans, in addition to providing the widest green bandwidth along the
coordinated corridors, it is important to observe the vehicle delays and queuing on the minor movements during
the Field fine- tuning exercise. Upon completion of the field fine- tuning, Iteris will develop signal timing sheets
and deliver final timing plan sheets to the City for their records and use.
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Deliverables:
• Technical memorandum SUMMarizing proposed cycle length, splits and offsets (including time - spare
diagrams)
• Electronic Synchro 6.0 data files used In analysis.
• Implementation ready timing sheets in appropriate format
• Field implementation of optimized traffic signal plans, including all requlred fine - tuning
• Technical memorandum documenting the signal timing implementation and fine - tuning
In support of this task, Iteris will serve as an extension of City staff to provide construction support. Iteris
will be available to support the activities listed below.
1. Attendance at Pre - Construction Meeting
2. Assistance with Bid Process, Selection and Award
3. Communicating through City staff_, respond via phone and email to requests for information by
Contractor or City staff
4. Support approval process of submittals by Contractor
S. On -site construction support
6. Preparation of Mylar record drawings based on Contractor red -line As- Builts drawings
Deliverables:
• Status Meeting Notes
• Mylar Record Drawings
Iteris will perform 'before' and 'after' travel time studies using TnrTiaffic software, a GPS unit, and the floating
car method. All travel time 'runs' will be accompanied by a video recording that will be submitted electronically.
A minimum of four runs will be conducted In each direction to obtain a- statistically valid estimation. The travel
time studies will be conducted during the time periods Identified for coordinated traffic signal timing operation.
For an accurate comparison of the 'before' and 'after' travel time runs, it is anticipated that the studies will not
be conducted until a week before the implementation and a week after the fine -timing of the new timing plans.
Measures of effectiveness (MOE) will be compiled from Tru- Traffic field data as well as from the existing
conditions Synchro models. The data will be used to evaluate the effects of the Synchronization plan
improvements. The MOE's will include OCTA's established Corridor Synchronization Performance Index (CSPI)
metrics such as average speed, number of stops per mile, and green light to red light ratio. A description of the
CSPI criteria is presented below in Table 1. Iteris will also Include additional metrics, such as average travel time,
average delay, number of total stops, fuel consumption, and vehicle pollutant and greenhouse gas emissions.
Iteris will submit all travel time study data for review by City staff.
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'Fable 1: OCTA's CSPI Snoring Criteria
Performance Level
Description
CSPI Score
Very Good
Operations with very few numbers of stops at signalized intersections occurring
Signal Synchronization
with favorable progression and travel speeds along the corridor. Vehicles get
>= 80
00000
through most of signalized intersections without stopping. Corridor has very
good signal synchronization.
Good
Operations with few numbers of stops at signalized intersections occurring. with
Signal Synchronization
good progression and travel speeds along the corridoi. Vehlrles get through
>= 70 to 80
0000
many signalized Intersections without stopping. Corridor has 'good signal
synchronization.
Average
Operations with average numbers of stops at signalized intersections occurring
Signal Synchronization
with fair progression and travel speeds along the corridor: Vehicles get through
> =.60 to 70
C�UC�
above average numbers of signalized intersections without stopping. Corridor
has an above average level signal synchronization.
Operations with many numbers of stops at signalized Intersections occurring
Below Average
with limited progression and slower than desired travel speeds. Many vehicles
Signal Synchronization
experience delay and vehicles get through fewer numbers of signalized
>= 50 to 60
00
intersections without stopping than expected. Corridor has a below average
level signal synchronization.
Needs Improvement
Operations with delays and numbers of stops unacceptable to most drivers
to the Signal
occurring with over - saturated conditions, poor progression, and low travel
Synchronization
speeds. Most vehicles experience high delay and low travel speeds, and vehicles
<50
0
get through very few numbers of signalized intersections without stopping.
0
Corridor ineeds improvement tothesignalsynchronization.
Source: OCTA, 2011
A travel time study memorandum specifying the 'before' and 'after' travel time studies with reference to the
Measure of Effectiveness elements. Absolute and percent differences will be compared for the entire corridor
and key segments by direction and time period.
Deliverables:
o Travel Time Study Comparison Memorandum and Project Report
I `!I✓l I'c�t; Chi[- C>°t�tl;hVf�il;lia ftl r�t4tttY <I(o�,t7iliils'Aal
To account for any changes in traffic patterns that may occur following they implementation and fine - tuning tasks,
Iteris will provide post- Implementation support to the City on a monthly basis. This task will include:
1. Monitor the coordinated timings and assist the City in maintaining coordinated timing plans.
2. Drive the length of the project corridor during all designated timing plan hours on a monthly basis and
make adjustments as necessary.
3. Perform field observations / investigations during all peak periods and adjust signal timing parameters
when long queues or delays are reported by local agencies or residents.
4. observe traffic conditions during all peak periods and adjust signal timing parameters when there are
changes in roadway geometry or lane configuration.
S. Design and Implement special signal timing during major planned events that will severely Impact traffic
signal operations (e.g. lane closure during planned constructions).
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