HomeMy WebLinkAbout09 - Traffic Signal ModernizationCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 9
October 12, 2010
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Brad Sommers, Senior Civil Engineer
949 -644 -3326 or bsommers @newportbeachca.gov
SUBJECT: TRAFFIC SIGNAL MODERNIZATION —NEWPORT CENTER (PHASE 5)
DESIGN - APPROVAL OF PROFESSIONAL SERVICES AGREEMENT
WITH ITERIS, INC.
ISSUE
Engineering services are required for preparation of plans and specifications for the
Fifth Phase of the Traffic Signal Modernization Project.
RECOMMENDATION
Waive Council Policy F -14 and approve a Professional Services Agreement with Iteris,
Inc. ( Iteris), of Santa Ana, California, for design of Phase 5 (Newport Center) of the
Traffic Signal Modernization Project at a not to exceed price of $155,700.00 and
authorize the Mayor and City Clerk to execute the Agreement.
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.
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 as well capture cost saving by avoiding a new learning curve on each phase. In
order to maintain design consistency and reduce costs staff requests that the City
Traffic Signal Modernization — Newport Center (Phase 5) Design —
Approval of Professional Services Agreement with Iteris, Inc.
October 12, 2010
Page 2
signal system and reduced staff time through better prepared plans and more
comprehensive design. Staff now recommends approval of an agreement with Iteris for
the design of Phase 5 of the modernization project which will improve our system
reliability and efficiency, as well as, staff's ability to manage the system.
A summary of the consultant selection process:
Statements of Qualification Reviewed: N/A (See above for details)
Request for Proposals Requested: 1
Request for Proposals Received: 1
The services included in this agreement are described below and detailed in the
attached Professional Services Agreement:
1. Preparation of Phase 5 Plans, Specifications, and Estimates (PS &E).
The Project consists of upgrades to the traffic signal control and communication
equipment at 10 existing signalized intersections within Newport Center along the
following corridors and roadways:
• Newport Center Drive: Coast Highway to Newport Center Drive East/West
• Newport Center Drive West: Newport Center Drive to Newport Center Drive East
• Newport Center Drive East: Newport Center Drive to Newport Center Drive West
• San Joaquin Hills Road: Jamboree Road to MacArthur Boulevard
Additionally, Closed Circuit Television Cameras (CCTV) will be installed at the following
three intersections:
• Newport Center Drive at Newport Center Drive East/West
• Newport Center Drive East at San Miguel Drive
• San Joaquin Hills Road at MacArthur Boulevard
2. Develop and deploy optimized traffic signal timing plans for traffic signals and
corridors within Phase 5.
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.
3. Preparation of PS &E for installation of two new Newport Center traffic signals and
rehabilitation of two existing traffic signals.
To enhance vehicle and pedestrian safety within Newport Center, two new traffic signals
are being proposed at the Newport Center Drive East/Anacapa Drive and Newport
Center Drive East/Center Drive intersections.
Traffic Signal Modernization — Newport Center (Phase 5) Design —
Approval of Professional Services Agreement with Iteris, Inc.
October 12, 2010
Page 3
Additionally, the Project will rehabilitate the Newport Center Drive /San Miguel traffic
signal (including the addition of protected left -turn movements for both Eastbound and
Westbound San Miguel Drive) and the MacArthur Boulevard /San Joaquin Hills Road
traffic signal.
4. Develop optimized traffic signal plans for traffic signals along Newport Boulevard to
better handle summer peninsula traffic.
As part of the current Phase 4 (Peninsula) Modernization Project (estimated completion
in Fall 2010), traffic signal timing and coordination patterns have been developed for the
non - summer seasons. To better address summer congestion, Staff proposes additional
traffic signal timing programs be developed to be implemented in the summer of 2011.
ENVIRONMENTAL REVIEW
This project is Categorically Exempt under Chapter 3, Article 19, Section 15301, Class 1 of
the Title 14 California Code of Regulations. This exemption covers maintenance, repair,
and upgrades of existing facilities.
PUBLIC NOTICE
The agenda item was noticed according to the Ralph M. Brown Act (72 hours in advance
of the public meeting at which the City Council considers the item.
FUNDING AVAILABILITY
Funds are budgeted and available for the design of the project in the following accounts:
Account Description
TS Modernization: Phase 5
TS Rehabilitation Program
Account Number
7261- C3002009
7181- C3001007
Total
Amount
$130,700.00
$ 25,000.00
$155,700.00
Prepared by: Submitted by:
Brad Sommers rs� —gie n G adum
Senior Civil Engineer blic orks Director
Attachment: Professional Services Agreement
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PROFESSIONAL SERVICES AGREEMENT WITH
ITERIS, INC. FOR
TRAFFIC SIGNAL MODERNIZATION PROJECT, PHASE 5
THIS AGREEMENT FOR PROFESSIONAL SERVICES (`Agreement') is made
and entered into as of this day of , 2010, by and between the
CITY OF NEWPORT BEACH, a California Municipal Corporation ('City "), and ITERIS,
INC., a Delaware Corporation whose address is 1700 Carnegie Avenue, Santa Ana,
California, 92705 ('Consultant'), 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 is planning Phase 5 (Newport Center) of the Traffic Signal Modernization
Project.
C. City desires to engage Consultant to prepare the PS &E design packages for
Phase 5, assist City with traffic signal timing development and deployment and
assist with CCTV deployment (`Project ").
D. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the services described in this Agreement.
E. The principal member of Consultant for purposes of Project, shall be Paul Frislie.
F. 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:
1. TERM
The term of this Agreement shall commence on the above written date, and shall
terminate on the 30th day of June, 2011, unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of Services
attached hereto as Exhibit A and incorporated herein by reference ('Work" or
"Services "). The City may elect to delete certain tasks of the Scope of Services at its
sole discretion.
3. TIME OF PERFORMANCE
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. The failure by Consultant to strictly adhere to the schedule may result in
termination of this Agreement by City.
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 to the other party so that all delays can be addressed.
3.1 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator 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.
3.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the
circumstances, by either telephone, fax, hand - delivery or mail.
4. COMPENSATION TO CONSULTANT
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
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 One Hundred Fifty -Five
Thousand, Seven Hundred Fifty Dollars and no /100 ($155,700.00) without prior
written authorization from City. No billing rate changes shall be made during the term of
this Agreement without the prior written approval of City.
4.1 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.
4.2 City shall reimburse Consultant only for those costs or expenses
specifically approved in this Agreement, or specifically approved in writing
in advance by City. Unless otherwise approved, such costs shall be
limited and include nothing more than the following costs incurred by
Consultant:
Professional Services Agreement Page 2
A. The actual costs of subconsultants for performance of any of the
Services that Consultant agrees to render pursuant to this
Agreement, which have been approved in advance by City and
awarded in accordance with this Agreement.
B. Approved reproduction charges.
C. Actual costs and /or other costs and /or payments specifically
authorized in advance in writing and incurred by Consultant in the
performance of this Agreement.
4.3 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
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.
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.
6. ADMINISTRATION
This Agreement will be administered by the Public Works Department. BRAD
SOMMERS, or his designee, shall be the Project Administrator and shall have the
authority to act for City under this Agreement. The Project Administrator or his
authorized representative shall represent City in all matters pertaining to the Services to
be rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of its responsibilities under this
Agreement, City agrees to, where applicable:
Professional Services Agreement Page 3
A. Provide access to, and upon request of Consultant, one copy of all
existing relevant information on file at City. City will provide all such
materials in a timely manner so as not to cause delays in Consultant's
Work schedule.
B. 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 and as defined above.
C. 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 community professional standards. All Services shall
be performed by qualified and experienced personnel who are not
employed by City, nor have any contractual relationship with City. By
delivery of completed Work, Consultant certifies that the Work conforms to
the requirements of this Agreement and all applicable federal, state and
local laws and the professional standard of care.
8.2 Consultant represents and warrants to City that it has, shall obtain, and
shall keep in full force in 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.
8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by
reason of strikes, lockouts, accidents, or 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
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), demands, 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
Professional Services Agreement Page 4
(individually, a Claim; collectively, "Claims "), which may arise from 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.
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 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. 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 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.
Professional Services Agreement Page 5
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, policies of insurance of the type and amounts described below and in
a form satisfactory to City.
A. Proof of Insurance. Consultant shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a
waiver of subrogation endorsement for workers' compensation. Insurance
certificates and endorsement must be approved by City's Risk Manager
prior to commencement of performance. Current certification of insurance
shall be kept on file with City at all times during the term of this contract.
City reserves the right to require complete, certified copies of all required
insurance policies, at any time.
Consultant shall procure and maintain for the duration of the contract
insurance against claims for injuries to persons or damages to property,
which may arise from or in connection with the performance of the Work
hereunder by Consultant, his agents, representatives, employees or
subconsultants. The cost of such insurance shall be included in
Consultant's bid.
B. Acceptable Insurers. All insurance policies shall be issued by an
insurance company currently authorized by the Insurance Commissioner
to transact business of insurance in the State of California, with an
assigned policyholders' Rating of A- (or higher) and Financial Size
Category Class VII (or larger) in accordance with the latest edition of
Best's Key Rating Guide, unless otherwise approved by the City's Risk
Manager.
C. Coverage Requirements
i. Workers' Compensation Coverage. Consultant shall maintain
\Norkers' Compensation Insurance (Statutory Limits) and
Employer's Liability Insurance (with limits of at least one million
dollars ($1,000,000)) for Consultant's employees in accordance
with the laws of the State of California, Section 3700 of the Labor
Code In addition, Consultant shall require each subconsultant to
similarly maintain Workers' Compensation Insurance and
Employers Liability Insurance in accordance with the laws of the
State of California, Section 3700 for all of the subconsultant's
employees.
Any notice of cancellation or non - renewal of all Workers'
Compensation policies must be received by City at least thirty (30)
calendar days (ten (10) calendar days written notice of non-
payment of premium) prior to such change.
Professional Services Agreement Page 6
0
Consultant shall submit to City, along with the certificate of
insurance, a Waiver of Subrogation endorsement in favor of City, its
officers, agents, employees and volunteers.
i. General Liability Coverage. Consultant shall maintain commercial
general liability insurance in an amount not less than one million
dollars ($1,000,000) per occurrence for bodily injury, personal
injury, and property damage, including without limitation, blanket
contractual liability.
iii. Automobile Liability Coverage. Consultant shall maintain
automobile insurance covering bodily injury and property damage
for all activities of the Consultant arising out of or in connection with
Work to be performed under this Agreement, including coverage for
any owned, hired, non -owned or rented vehicles, in an amount not
less than one million dollars ($1,000,000) combined single limit for
each accident.
iv. Professional Liability (Errors & Omissions) Coverage. Consultant
shall maintain professional liability insurance that covers the
Services to be performed in connection with this Agreement, in the
minimum amount of one million dollars ($1,000,000) limit per claim
and in the aggregate.
Other Insurance Provisions or Requirements.
The policies are to contain, or be endorsed to contain, the following provisions:
i. Waiver of Subrogation. All insurance coverage maintained or
procured pursuant to this agreement shall be endorsed to waive
subrogation against City, its elected or appointed officers, agents,
officials, employees and volunteers or shall specifically allow
Consultant or others providing insurance evidence in compliance
with these requirements to waive their right of recovery prior to a
loss. Consultant hereby waives its own right of recovery against
City, and shall require similar written express waivers and
insurance clauses from each of its subconsultants.
ii. Enforcement of Contract Provisions. Consultant acknowledges and
agrees that any actual or alleged failure on the part of the City to
inform Consultant of non - compliance with any requirement imposes
no additional obligations on the City nor does it waive any rights
hereunder.
iii. Requirements not Limiting. Requirements of specific coverage
features or limits contained in this Section are not intended as a
limitation on coverage, limits or other requirements, or a waiver of
any coverage normally provided by any insurance. Specific
reference to a given coverage feature is for purposes of clarification
only as it pertains to a given issue and is not intended by any party
Professional Services Agreement Page 7
or insured to be all inclusive, or to the exclusion of other coverage,
or a waiver of any type.
iv. Notice of Cancellation. Consultant agrees to oblige its insurance
agent or broker and insurers to provide to City with thirty (30) days
notice of cancellation (except for nonpayment for which ten (10)
days notice is required) or nonrenewal of coverage for each
required coverage.
E. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claims made or suits instituted that arise out of or result from
Consultant's performance under this Agreement.
F. Additional Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of
the Work.
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
City and Consultant agree that subconsultants may be used to complete the Work
outlined in the Scope of Services. The subconsultants authorized by City to perform
Work on this Project are identified in Exhibit A. Consultant shall be fully responsible to
City for all acts and omissions of the subcontractor. Nothing in this Agreement shall
create any contractual relationship between City and 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
Each and every report, draft, map, record, plan, document and other writing produced
(hereinafter "Documents "), prepared or caused to be prepared by Consultant, its
Professional Services Agreement Page 8
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.
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 risk and without liability to Consultant. Further, any and all liability
arising out of changes made to Consultant's deliverables under this Agreement by City
or persons other than Consultant is waived against Consultant and City assumes full
responsibility for such changes unless City has given Consultant prior notice and has
received from Consultant written consent for such changes.
18. 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
authorizes in writing the release of information.
19. 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 of any United
States' letters patent, trademark, or copyright infringement, including costs, contained in
Consultant's drawings and specifications provided under this Agreement.
20. RECORDS
Consultant shall keep records and invoices in connection with the Work 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.
21. 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
Professional Services Agreement Page 9
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.
22. 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 paragraph is intended to limit City's rights under the
law or any other sections of this Agreement.
23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the Project
24. CONFLICTS OF INTEREST
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.
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 City for any and all
claims for damages resulting from Consultant's violation of this Section.
25. NOTICES
All notices, demands, requests or approvals 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
Public Works Department
City of Newport Beach
3300 Newport Boulevard
PO Box 1768
Newport Beach, CA 92658
Phone: 949 - 644 -3326
Fax: 949 - 644 -3318
Professional Services Agreement Page 10
All notices, demands, requests or approvals from CITY to Consultant shall be addressed
to Consultant at:
Attention: Paul Frislie
Iteris, Inc.
1700 Carnegie Avenue
Santa Ana, California 92705
Phone: 949 - 270 -9661
Fax: 949 - 270 -9401
26. CLAIMS
The Consultant and the City expressly agree that in addition to any claims filing
requirements set forth in the Contract and Contract documents, 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.).
27. TERMINATION
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 reasonably required to cure
the default and the defaulting party fails to give adequate assurance of due 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.
Notwithstanding the above provisions, City shall have the right, at its sole discretion and
without cause, of terminating this Agreement at any time by giving 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.
28. 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 prepared
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.
Professional Services Agreement Page 11
29. 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. 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.
31. 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.
32. 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.
33. 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.
34. 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.
35. CONTROLLING 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.
36. 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 or age.
Professional Services Agreement Page 12
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
OFFICE OF TH CITY ATTORNEY:
By
Leonie Mulvihill,
Assistant City Attorney o
ATTEST:
By:
Leilani I. Brown,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
Keith D. Curry,
Mayor
CONSULTANT: ITERIS, INC.
0
Dan Gilliam,
Vice President
James S. Miele,
Chief Financial Officer
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Professional Services Agreement Page 13
EXHIBIT A
7roposal far.
A. PROJECT APPROACH
Iteris has prepared a detailed scope of work to ensure that the Traffic Signal Modernization Phase 5 project is
completed on time, within budget and to the complete satisfaction to 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 will be aimed 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 and the Traffic Signal Modernization Phase 4 and 7 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
• Task 3: Construction Support
Iteris' scope of work is based on the services Iteris provided to the City on the previous Traffic Signal
Modernization projects as previously noted, the details of the Master Plan specific for Phase 5 and input from
City staff. 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 need to be completed 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.
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 /neighboring agencies. Mr. Frislie will be supported by
Mr. Scott Carlson who will serve as the Senior Advisor on this project.
Iteris' PM approach has been developed through many years of experience, and has proven effective in
measuring progress, anticipating problems, reacting quickly 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.
ITERIS
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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 a result of the adherence to a quality assurance program
that ensures accuracy, product usability and an overall commitment to product 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.
This task will focus on the continued citywide replacement 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
communications employing a combination of new fiber optic cable and existing twisted pair cable.
The Project will include a total of 10 City of Newport Beach signalized intersections and one future signalized
intersection presented below and as illustrated in Figure 1. The listing of project signalized intersections below
includes the type of existing traffic signal controller.
(1) San Joaquin Hills Road & Santa Cruz Drive / Big Canyon Drive
(2) San Joaquin Hills Road & Santa Rosa Drive / Big Canyon Drive
(3) Newport Center Drive & Corporate Plaza Drive
(4) Newport Center Drive & Farallon Drive
(5) Newport Center Drive & Newport Center Drive East/ West
(6) Newport Center Drive West & Santa Barbara Drive
(7) Newport Center Drive West & Santa Cruz Drive
(8) Newport Center Drive East & Santa Rosa Drive
(9) Newport Center Drive East & San Miguel Drive
(10) Newport Center Drive East & Anacapa Drive
(11) Newport Center Drive West & Center Drive
(12) Santa Cruz Drive & San Clemente Drive
Existing 820A
Existing 820A
Existing 820A
Existing 820A
Existing 820A
Existing 820A
Existing 920A
Existing 820A
Existing 820A
Future Signal
Future Signal
Existing 820A
The Project signalized intersections represent a portion of Phase 5 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.
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1. Traffic Signal Controllers: Replace existing traffic signal controllers at all 10 existing Project signalized
intersections with new City- furnished Econolite ASC /3 shelf -mount traffic signal controllers in NEMA
cabinets.
2. CCTV Surveillance Cameras: Prepare design to implement new CCTV cameras at three 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) MacArthur Boulevard & San Joaquin Hills Road (Phase 1 Intersection)
(2) Newport Center Drive & Newport Center Drive East / West
(3) Newport Center Drive East & San Miguel Drive
Note that the location at MacArthur Boulevard and San Joaquin Hills Road was upgraded and optimized as
part of Phase 1. This Phase 5 project will only involve the installation of a CCTV camera and all necessary
wiring and mounting equipment of the camera at this location.
3. 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 two signalized
intersections listed below.
(1) Newport Center Drive East & San Miguel Drive (Additional Protected Left Turn Phasing)
(2) MacArthur Boulevard & San Joaquin Hills Road
4. Installation of a New Signalized Intersection: Install a new signalized intersection to include loop detection
and interconnect at the un- signalized intersection listed below.
(1) Newport Center Drive East & Anacapa Drive
(2) Newport Center Drive West & Center Drive
5. Communications: The Project signalized intersections are currently supported primarily with twisted pair
cable. The City's existing communications will be modernized to support Ethernet communications to the
traffic signal controllers and the CCTV cameras. The upgrades will utilize the existing infrastructure to the
maximum extent possible, and will include a combination of new fiber optic cable and existing twisted pair
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 conduit along San Joaquin Hills Road from Jamboree Road to MacArthur Boulevard.
(2) San Miguel Drive: Communication upgrades will consist of new fiber optic cable installed in existing
conduit along San Miguel Drive from Avocado to Newport Center Drive East.
(3) Newport Center Drive /Santa Cruz Drive: Communication upgrades consist of retaining the existing
copper interconnect between the project intersections.
Task 1.1: Preliminary Design and 30% Plans
The first step in developing the PS &E package for the Traffic Signal System Modernization Phase 5 project is to
prepare a Preliminary Design Technical Memorandum that both qualifies and quantifies the project elements.
l 1 L' RI
Page 14
Under this task Iteris will detail the design of the signal system modernizations, CCTV camera design, signalized
intersection upgrades (new poles, signal heads, rewire and new cabinets), new traffic signal installation 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
the Technical Memorandum will be incorporated into the detailed design. Below is a summary of the efforts that
will support the 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, and new traffic
signal controller cabinets at select locations, as detailed in Task 1.
The design of the traffic signal 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 construction of new
controller cabinet foundations and 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 based on CCTV cameras, IP encoders and central camera control
software by Cohu.
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 controllers and
ITERIS
Page 15
CCTV cameras, while serving as a foundation for the expansion of the communication system to other corridors
and signalized intersections overtime,
The design of the communication system will include fiber optic cable in a combination of primarily existing and
select segments of new conduit. Select segments of existing twisted pair cable may be retained, if applicable
and feasible. 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, CCTV cameras, signal modification and
new signal installation, 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,
Iteris 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 conduit, minimizing the amount of
construction, and will be completed within City right -of -way. It is not anticipated that any permits will be
required.
Deliverables:
• 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 the
City comments on the Preliminary Design Memorandum (Task 1.1), Iteris 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, CCTV cameras, traffic signal
modification, traffic signal installation, 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:
• CCTV site plans at 20- scale.
• Traffic Signal modification at 20- scale.
ITERIS°
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`T �T Proposal for. .
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• Traffic Signal installation at 20- scale.
• Communication infrastructure, including conduit, pull boxes, etc., at 40- scale.
• Communication infrastructure details for the installation of conduit, pull boxes and splice vaults, if
applicable.
• Traffic signal controller, cabinets and communication hardware (appropriate fiber data modems)
upgrades at 40 -scale as part of the communication plans.
• Detailed communication block diagrams for field equipment and hardware, nodes and communication
hubs.
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
vault details, risers, sweeps and bend requirements, structure crossings, splice procedures, arrangement of
multiple 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.
i. 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, prepared by Iteris as part of the Phase 4 & 7 project will be
used to support the Phase 5 project.
Design Reviews and Approvals
It is assumed that the PS &E for the traffic signal controller upgrades, CCTV cameras, signal modifications and
rehab, 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.
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Applicable Standards
Design plans will be prepared in accordance with applicable Caltrans or Newport Beach standards, including
Caltrans 2006 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 will 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.
Deliverables:
• 90% PS &E
100% PS &E
• Final (Mylar) PS &E
• Final PS &E on CD or DVD
Iteris will prepare the weekday signal timing plans as detailed in the subtasks presented in Task 2 for all Project
signalized intersections listed below.
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
(11)
(12)
San Joaquin Hills Road & Santa Cruz Drive / Big Canyon Drive
San Joaquin Hills Road & Santa Rosa Drive / Big Canyon Drive
Newport Center Drive & Corporate Plaza Drive
Newport Center Drive & Farallon Drive
Newport Center Drive & Newport Center Drive East / West
Newport Center Drive West & Santa Barbara Drive
Newport Center Drive West & Santa Cruz Drive
Newport Center Drive East & Santa Rosa Drive
Newport Center Drive East & San Miguel Drive
Newport Center Drive East & Anacapa Drive (future signal)
Newport Center Drive West & Center Drive (future signal)
Santa Cruz Drive & San Clemente Drive
One element of this task will be to determine the grouping of the Phase 5 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, initial thoughts on the signalized intersections
include coordinating San Joaquin Hills Road from Jamboree Road to MacArthur Boulevard and creating free
operation timing for all remaining locations.
Iteris will also prepare two summer coordination plans (midday and PM) and three outbound flush plans for the
signalized intersections listed below, which are part of Phase 4 and 7.
(1) Balboa Boulevard & 21" Street (midday & flush plans only)
(2) Balboa Boulevard & 22 "d Street / 23rd Street (midday & flush plans only)
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(3) Newport Boulevard & 28`h Street (midday & flush plans only)
(4) Newport Boulevard & 30`h Street
(5) Newport Boulevard & 32 'd Street
(6) Newport Boulevard & Finley Avenue
(7) Newport Boulevard & Via Lido
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. Note that no additional fieldwork will he conducted for the
Phase 4 and 7 study intersections.
Deliverable:
• 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 -day ADT counts at up to six key locations along the Project corridors. 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 patterns.
Iteris will conduct 3 -day ADT counts (Saturday to Monday) at two key locations along Newport Boulevard during
the summer months to determine the hours of operation and the varying traffic during the weekend.
Turning Movement Counts
Upon the completion of the ADT count collection and activities, AM, midday and PM peak period turning
movement counts will be conducted at all Project signalized intersections, including the future signal at Newport
Center Drive (Circle) and Anacapa Drive. Turning movement counts at two 2 -hour peak periods will be collected.
No weekend turning moving counts will be conducted.
Summer turning movement counts will be collected at the seven (7) Phase 4 and 7 study intersections during the
hours specified by the City: 11PM to IPM for the midday peak and 3PM to 5PM for the PM peak. Pedestrian
and bicycle counts will also be collected in conjunction with the vehicular turning movement counts.
Deliverable:
Traffic Counts Technical Memorandum
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Task 2.3: Signal Timing Optimization and Implementation
As part of this subtask, Iteris will evaluate the existing timing operation, update the existing Synchro model
(developed by Iteris as part of the 2003 Traffic Flow Optimization project, the Phase 1 project, the Phase 2 & 3
project, and the Phase 4 & 7 project), 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 5 Project intersections. This will include the development of the optimal cycle length,
coordination timing, phasing order, split timing, vehicle (yellow and all red) and pedestrian (walk and don't walk)
timings, and time -of -day start and stop intervals for each timing plan identified.
Iteris will also develop summer coordination plans (midday and PM) for the Phase 4 and 7 study intersections in
the peninsula area. The vehicle and pedestrian timings will not change from the analysis conducted as part of
Phase 4 and 7. Therefore, the analysis will include optimal cycle length, coordination timing, phasing order, split
timing, and time -of -day start and stop intervals for each timing plan indentified.
Actuated Settings Analysis
As part of this sub -task, Iteris will review actuated settings for each Phase 5 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 non - coordinated
periods. The analysis shall include, but not be limited to, review of minimum and maximum green settings;
yellow change and red clearance interval times (to ensure that they meet California Manual on Uniform Traffic
Control Devices ( MUTCD) and the newly released 2009 Federal Highway Administration (FHWA) MUTCD
minimum values); pedestrian timing; gap, extension and reduction settings; and phase sequence.
Recommendations will he forwarded to the City of Newport Beach staff for approval.
Coordinated Settings Analysis
Iteris staff developed an extensive Synchro network of the City of Newport Beach as part of past projects
completed by Iteris (developed as part of the 2003 Traffic Flow Optimization project, the Phase 1 project, the
Phase 2 & 3 project, and the Phase 4 & 7 project). 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 new controllers and any revisions in timing setting values
listed (as described in the previous section). 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.
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.
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 determining the cycle length and thru movement splits. As
part of the minimum cycle length analysis, the pedestrian volumes will be studied and minimum cycle lengths
will be developed. Some of the assumptions that will be used in developing the minimum cycle lengths include:
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New13ort Beach Signal Modernization Ph
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• Minimum thru split with pedestrian timing= Walk +Flashing Don't Walk +Yellow +AII Red
• Minimum 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 MUTCD. Though California has not yet adopted the FHWA 2009 MUTCD,
the pedestrian (walk and flashing don't walk) clearance times will be determined with the assumption that
California will adopt the higher minimum pedestrian clearance times in the future.
2. Critical Intersection 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 key 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 would 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 Groupings /Subsystems: A sub - system evaluation will be conducted following the critical intersection
cycle length analysis. Reasons for grouping 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 intersections;
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 uniform 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 corridors, 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.
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
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Proposal for -. .
Newport Beach Signal Modernization Phase 5 Pro,ect
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 for their review and approval. Timing sheets (in the appropriate
signal controller format) will accompany the brief technical memorandum presented to the City for review. The
format will be easily integrated into the Centrocs'' traffic management system and the appropriate signal
controller (ASC /3- NEMA), to be performed as part of another task. Modifications will be made to the memo and
timing sheets based on the City's comments and a revised set of timing plans, timing plan sheets and time -space
diagrams will be presented. SimTraffic micro - simulation tool will be used to illustrate the proposed signal timing
plans.
In addition to inputting the Phase 5 coordination parameters, the timing sheets developed by Iteris will also
provide inputs for the other "non- coordination" based settings. These inputs will be based on the city -wide
standards developed by Iteris as part of the previous project activities, most recently the Phase 4 & 7 project.
If the City reconfigures 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.
All settings will be presented to the City in an electronic version (Excel) of the ASC /3 timing sheets.
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 5 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.
Signal Timing 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 5 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 plans. Special attention will be given in regard to the interaction of cross - corridors and existing
coordinated crossing arterials (Jamboree Road, Coast Highway and San Joaquin Hills Road), 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 revise the signal timing sheets
and deliver final timing plan sheets to the City for their records and use.
The fine - tuning of the Phase 4 and 7 summer coordination plans will be conducted by City staff.
ITE"S'
Page 1 12
Deliverables:
• Technical memorandum summarizing proposed cycle length, splits and offsets (including time -space
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 required fine - tuning
Technical memorandum documenting the signal timing implementation and fine - tuning
Task 2.4: Summer Flush Plans
Iteris staff will generate flush plans for the peninsula area, which includes the seven (7) Phase 4 and 7 project
intersections listed in Task 2, above. The flush plans will assist City staff with moving unpredictable fluctuations
in traffic volumes out of the peninsula area, especially in the summer months.
Iteris proposes to develop three "outbound" flush plans that will be universally applicable throughout the City
for nearly all types of events and /or incidents. The flush plans will be generated in incremental cycle lengths
(i.e. 120, 140, and 160 seconds) for different congestion levels.
A meeting with City staff will be held to standardize the usage of pattern numbers in Centracs for specific flush
plan levels and directions. Upon approval of the cycle length, split, sequence, and offset analysis, Iteris staff will
implement the flush plans into Centracs for future use by the City.
A technical memorandum discussing the analysis and the City preferred values will be provided to the City along
with updated ASC /3 timing sheets, which were submitted as part of Phase 4 and 7.
Deliverable:
Technical memorandum summarizing proposed summer flush plans (including updated ASC /3 timing
sheets)
Task 2.5: New Signalized Intersection Simulation
The existing pedestrian crossing at Newport Boulevard and 23rd Street, just north of the "Mix Master" (Newport
Boulevard / Balboa Boulevard at 22nd Street / 23rd Street) is currently disrupting the traffic flow along Newport
Boulevard and Balboa Boulevard. Per the City's request, Iteris will model the pedestrian crossing in Synchro and
SimTraffic for all study peak (AM, midday, PM, summer midday, and summer PM) periods.
The simulation will turn the pedestrian crossing into an actual signalized intersection with a pedestrian phase to
cross Newport Boulevard and connect it to the Mix Master with an overlap phase to prevent from continuously
serving the pedestrian demands regardless of what is going on at the Mix Master. This scenario will benefit the
flow through the Mix Master intersections, especially due to their proximityto the pedestrian crossing.
Results and recommendations from the simulation will be submitted to City staff in a technical memorandum.
The technical memorandum will summarize the findings through the Synchro and SimTraffic simulations and
provide the City with possible improvements /modifications to the pedestrian crossing.
Deliverable:
Technical memorandum summarizing simulation findings and recommendations
ITERIS
Page 1 13
In support of this task, Iteris will serve as an extension of City staff to provide construction support. Iteris staff
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
Page 1 14
EXHIBIT B
B. FEE SCHEDULE
Iteris' fee estimate to complete the Project as detailed in the scope of work is presented below.
Page 1 15
ITE"S'
1400P'�-
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TASK
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Task 1, 1
Preliminary Design and 30% P—ans
6
60
6
im
130
302
$33.790
Task 1.2
Detailed Design
4
130
12
220
240
606
$67,550
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$
Task 2.1
Field Remew
14
15
15
44
$4,825
Task 2.2
Data Cdlection
14
15
15
44
$4,825
Task 21
Signal Timing Optimization and Implementation
1
8
45
so
50
1—
155
$17.630
Task 2.4
Summer Flush Plan.
4
20
10
34
$4.170
Task 2.5
New Signalized Intersection Simulation
2
10
10
22
$2,560
Task.]?—
ossi don
**'.
........... —
TotalHourst-abor
16
103
2,
Ige,10
480
it
1276
Total Labor
$144,500
ODCS
$1,200
Traffic Counts (ADT and Tuming Mov ment counts)
$10.000
Total Project Cost
$155,700
Page 1 15
ITE"S'
1400P'�-
-W
ITERIS -, -=,
STANDARD FEE SCHEDULE
STAFF LEVEL HOURLY RATE
Vice President/ Principal
$ 210
Associate Principal /Associate Vice President /Director
$ 210
Senior Systems Engineer /Senior Program Manager
$ 180
Senior Software Engineer /Senior Modeler
$ 170
Senior Transportation Engineer /Planner /Traffic Design
$ 135
Software Engineer /Application Technician
$ 120
ITS Designer /Technician
$ 135
Transportation /Systems Engineer /Program Manager
$ 125
Transportation Engineer /Planner
$ 125
Associate Transportation Engineer /Planner
$ 110
Assistant Transportation Engineer /Planner
$ 95
Project Administration
$ 105
Technical Support/Editing /Senior Administration
$ 65
Graphics Support
$ 80
Administrative Support
$ 60