HomeMy WebLinkAboutC-3921 - PSA for Traffic Signal Modernization Project, Phases 1-7_1
AMENDMENT NO. TWO TO
PROFESSIONAL SERVICES AGREEMENT WITH
ITERIS, INC. FOR
TRAFFIC SIGNAL MODERNIZATION PROJECT, PHASE 5
THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT
( "Amendment No. Two "), is entered into as of this DT day of 2011,
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. On October 12, 2010, City and Consultant entered into a Professional Services
Agreement ( "Agreement ") for design services for the Traffic Signal Modernization
Project, Phase 5 ( "Project ").
B. On June 7, 2011, City and Consultant entered into Amendment No. One to the
Agreement to extend the term of the Agreement to June 30, 2012 ( "Amendment
No. One ").
C. City desires to enter into this Amendment No. Two to reflect additional services
not included in the Agreement or prior Amendment, to extend the term of the
Agreement to September 30, 2012, and to increase the total compensation.
D. City and Consultant mutually desire to amend the agreement, as provided below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
TERM
Section 1 of the Agreement, as amended shall be amended in its entirety and replaced
with the following: The term of the Agreement shall terminate on September 30, 2012,
unless terminated earlier as provided for in Agreement.
2. SERVICES TO BE PERFORMED
Section 2 of the Agreement, as amended shall be supplemented to include the Scope of
Services which is attached hereto as Exhibit 'A' and incorporated herein by reference.
The City may elect to delete certain tasks of the Scope of Services at its sole discretion.
3. COMPENSATION
The introductory paragraph to Section 4 of the Agreement as amended shall be
amended in its entirety and replaced with the following: 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 to the Agreement.
Consultant's total amended compensation for all work performed in accordance with this
Agreement and all prior amendments, including all reimbursable items and
subconsultant fees, shall not exceed One Hundred Fifty -Nine Thousand, Two Hundred
Dollars and no /100 ($159,200.00) without prior written authorization from City ( "Total
Amended Compensation "). No billing rate changes shall be made during the term of
this Agreement without the prior written approval of the City.
3.1 The Total Amended Compensation reflects Consultant's additional
compensation for additional services to be performed in accordance with
this Amendment No. Two, including all reimbursable items and
subconsultant fees, in an amount not to exceed Three Thousand, Five
Hundred Dollars and no /100 ($3,500.00), without prior written
authorization from City.
4. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants set forth
in the Agreement as amended shall remain unchanged and shall be in full force and
effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No.
Two on the dates written below.
APPROVED AS TO FORM:
OFFICE,Q� T"f� CITY ATTORNEY
By: —
Leonie Mulvihill
Assistant City Attorney
1 `1
ATTEST:
Date: /02
7A4-1
fy:
-be-t-61arA.Brown
City Clerk
CITY OF NEWPORT BEACH,
A California municipal corporation
Date: O is jui N
By:
Dave WiffJ
City Manager
CONSULTANT: ITERIS, INC., a Delaware
Corporation
Date: i 2 1 S h
By.
Vice President
Date: - s - i
By: -�
James;S. Miele,
Chief Financial Officer
i
Attachment: Exhibit A — Additional Services to be Performed
r3
Newport Beach Signal Modernization Phase S..Project
A. PROJECTAPPROACH
Iteris is currently under contract with the City of Newport Beach on the Traffic Signal Modernization Phase 5
PS &E project. 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
Per the City's request, Iteris' scope is being amended to include additional design services which include the
redesign of the future signal at Newport Center Drive and Center Drive. The additional services will be
incorporated into Task 1 of Iteris' contact scope of work that includes the preparation of the PS &E.
The additional services do not change the details of Task 0, Project Management, Task 2, Signal Timing, or Task
3, Construction Support. Accordingly, those tasks are not summarized in this addendum.
TASK 1: DETAILED DESIGN
The scope of work currently includes the design of a new traffic signal at the intersection of Newport Center
Drive and Center Drive. The Irvine Company has requested the intersection be converted from a T- Intersection
to a full four -leg intersection. This change to the geometrics will require a redesign of the new signal. The signal
redesign will be based on the geometric design by others.
The revised plan will be inserted into the approved Phase 5 PS &E package for construction. The remaining
portions of Task 1 contract scope are unchanged.
FEE PROPOSAL
Iteris' current contract fee in support of the City's Traffic Signal Modernization Phase 5 project is $155,700.
Iteris' per sheet price for the additional design services as noted in this addendum are listed below. The per
sheet price factors into consideration the work already being completed for Phase 5 and represents a reduced
price due to economy of scale.
1. Signal Re- Design: $3,500 for 1 location
The total fee associated with the additional items is $3,500 .
ITEiffs,
Page 12
0-3M
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT WITH
ITERIS, INC. FOR
TRAFFIC SIGNAL MODERNIZATION PROJECT, PHASE 5
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT
( "Amendment No. One "), is entered into as of this day of TlMU 2011,
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. On October 12, 2010, City and Consultant entered into a Professional Services
Agreement ( "Agreement') for design services for the Traffic Signal Modernization
Project, Phase 5 ( "Project').
B. City desires to enter into this Amendment No. One to extend the term of the
Agreement to June 30, 2012.
C. City and Consultant mutually desire to amend the agreement, as provided below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
Section One of the Agreement shall be amended in its entirety and replaced with the
following: The term of the Agreement shall terminate on June 30, 2012, unless
terminated earlier as provided for in Agreement.
2. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants set forth
in the Agreement shall remain unchanged and shall be in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No.
One on the dates written below.
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY
Date:
By: •
Leonie Mulvihill
Assistant City Attorneyro
ATTEST-
Date: ®,^,1
11.
By: I�
Leilani I. Brown,
City Clerk/!\
CITY OF NEWPORT BEACH,
A California'municipal corporation
Director
CONSULTANT: ITERIS, INC., a Delaware
Corporation
Date: lv��
Dan Gilliam, /
Vice President
Date: 6/i 1.Zoii
By: �tJ
James . Miele,
Chief F,i�iancial Officer
PROFESSIONAL SERVICES AGREEMENT WITH
ITERIS, INC. FOR
TRAFFIC SIGNAL MODERNIZATION PROJECT, PHASE 5
THIS AGREEMENT FQ PROFESeO AL SERVICES ('Agreement ") is made
and entered into as of this oZ. 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 301h 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.
fiEc�9:ZeZe]: » *�
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
Workers' Compensation Coverage. Consultant shall maintain
Workers' 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
Employer's 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
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.
ii. 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.
D. Other Insurance Provisions or Requirements.
The policies are to contain, or be endorsed to contain, the following provisions:
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 THE CITY ATTORNEY:
674
Leonie Mulvihill, I Assistant City Attorney 1 A
ATTEST:
By.
Leilani I. Brown,
City Clerk
rte
O
r
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
Keith D. Curry,
Mayor
CONSULTANT: ITERIS, INC.
(By:__ 9:20
7j
Dan Gilliam,
Vice President
S. Miele,
Financial Officer
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Professional Services Agreement Page 13
e a
�€ Proposal for: -
Newport Beach Signal Modernization Phase 5 Project;
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A. PROJECTAPPROACH
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.
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Proposal for.
Newport Beach Signal CUioderhization Phase.
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 820A
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.
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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
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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.
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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.
1. Utility contact information
2. 20 -scale plans (electronically, scanned Aif files or hard copies) for the signalized intersections within the
limits of the communication segments previous identified in this task.
3. Aerials and /or 61S 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) 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 (future signal)
(11) Newport Center Drive West & Center Drive (future signal)
(12) 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 & 22nd Street / 23rd Street (midday & flush plans only)
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(3) Newport Boulevard & 28" Street (midday & flush plans only)
(4) Newport Boulevard & 30t' Street
(5) Newport Boulevard & 32nd 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 be 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 -DaV 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 1PM 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 be 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 he 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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• Minimum thru split with pedestrian timing = Walk+ Flashing Don't Walk + Yellow + All 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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O= ,
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.
ITEWS'
Page 112
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 proximity to 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
5. 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
Page 1 14
ITE"S'
r
EXHIBIT B
B. FEE SCHEDULE
Iteris' fee estimate to complete the Project as detailed in the scope of work is presented below.
ITERIS
Page |zs
Staff
ea
TASK
W
HOURSt
COST
W
QUAINT.
Task 1.1
Preliminary Design and 30% Plans
6
60
6
100
130
302
$33.790
Task 1.2
Detailed Design
4
130
12
220
240
606
$67,550
Task 2.1
F,.Id Review
14
15
15
$4,825
Task 22
Data Collerfln
14
15
15
44
$4825
Task 2,3
Signal Timing Optimization and Implementation
1
8
45
50
50
1
155
$17,630
Task 2.4
Summer Flush Plan.
4
20
10
U
$4 170
Task IS
Nm Signalized Intersection Simulation
2
10
10
22
$2,560
Total Hours Label
16
218
4U 1
103 1
4011 1
48
11
00ca
"122
M$155,700
Traffic Counts (ADT and Taming Mo� ment Counts)
$10,000
ToW I Project Cast
ITERIS
Page |zs
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
CERTIFICATE OF INSURANCE
CHECKLIST
City of Newport Beach
This checklist is comprised of requirements as outlined by the City of Newport Beach.
Date Received: 10/19/10 Dept. /Contact Received From: Shauna Oyler
Date Completed: 10/19/10 Sent to: Shauna Oyler Kristin Walters
Company /Person required to have certificate: Iteris, Inc.
I. GENERAL LIABILITY
A. INSURANCE COMPANY: National Fire Insurance Company of Hartford
B. AM BEST RATING (A -: VII or greater): "A "(XV)
C. ADMITTED Company (Must be California Admitted):
Is Company admitted in California? ® Yes ❑ No
D. LIMITS (Must be $11M or greater): What is limit provided?
$1,000,000
E. PRODUCTS AND COMPLETED OPERATIONS (Must
include): Is it included? (completed Operations status does
not apply to Waste Haulers)
® Yes ❑ No
F. ADDITIONAL INSURED WORDING TO INCLUDE (The City
its officers, officials, employees and volunteers): Is it
included?
® Yes ❑ No
G. PRIMARY & NON- CONTRIBUTORY WORDING (Must be
included): Is it included?
® Yes ❑ No
H. CAUTION! (Confirm that loss or liability of the named insured
is not limited solely by their negligence) Does endorsement
include "solely by negligence' wording?
❑ Yes ®No
I. NOTIFICATION OF CANCELLATION: Although there is a provision
that requires
notification of cancellation by certified mail; per Lauren Farley, the City will accept the
endeavor wording.
II. AUTOMOBILE LIABILITY
A. INSURANCE COMPANY: Continental Insurance Company
B. AM BEST RATING (A-: Vlf or greater) "A "(XV)
C. ADMITTED COMPANY (Must be California Admitted):
Is Company admitted in California? ® Yes ❑ No
D. LIMITS (Must be $1M min. BI & PD and $500,000 UM, $2M min
for Waste Haulers):
What is limits provided? $1,000,000
E. PRIMARY & NON - CONTRIBUTORY WORDING (For Waste
Haulers only):
Is it included? N/A ❑ Yes ❑ No
F. NOTIFICATION OF CANCELLATION: Although there is a provision that requires
notification of cancellation by certified mail; per Lauren Farley, the City will accept the
endeavor wording.
III. WORKERS' COMPENSATION
A. INSURANCE COMPANY: Travelers Property Casualty Company of America
B. AM BEST RATING (A-: VII or greater): "A "(XV)
C. LIMITS: Statutory
D. WAIVER OF SUBROGATION (To include): Is it included? ® Yes ❑ No
HAVE ALL ABOVE REQUIREMENTS BEEN MET? ® Yes ❑ No
IF NO, WHICH ITEMS NEED TO BE COMPLETED?
Approved:
Xristin J. 6L[ters
Agent of Brown & Brown Date
Broker of record for the City of Newport Beach
❑ Requires approval /exception /waiver by Risk Management.
Comments:
Approved:
Risk Management
Date
10/19/10
initials
j BY THE MY COUNCIL
cn- 6?wE wpo- r BEACH
L CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT II `
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 Itens 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 Modemizati�., - 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:
9. 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.
i
Traffic Signal Modernization - .;ewport 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
Prepaby: Submitted by:
Brad Sommers - ��" e n adum
Senior Civil Engineer blic orks Director
Attachment: Professional Services Agreement
Location Map
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CCTV CAMERA
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 fumish 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.
Workers' Compensation Coverage. Consultant shall maintain
Workers' 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
Employer's 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
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.
ii. 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.
D. Other Insurance Provisions or Requirements.
The policies are to contain, or be endorsed to contain, the following provisions:
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
i
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
I
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 THF, CITY ATTORNEY:
B L
Leonie Mulvihill,
Assistant City Attorney \�
ATTEST:
By:
Leilani L Brown,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
Keith D. Curry,
Mayor
CONSULTANT: ITERIS, INC.
By:
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
A. PROJECTAPPROACH
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
• Task3: 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
Centracs' 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 820A
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.
ITExrs'
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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'
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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.
Oefiverabies:
• 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.
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Proposal for. S
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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.
1. Utility contact information
2. 20- scale plans (electronically, scanned Alf 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.
ITE"S'.
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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 & 22nd Street / 23rd Street (midday & flush plans only)
ITERI,S''
Page 18
(3) Newport Boulevard & 28" Street (midday & flush plans only)
(4) Newport Boulevard & 30 " Street
(5) Newport Boulevard & 32nd 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 be 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 he
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
l ERRS
Page 19
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 S 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 be 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:
ITEnrs'
Page 110
• Minimum thru split with pedestrian timing= Walk +Flashing Don't Walk +Yellow+All 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 lteris' signal timing expertise, the final step in the analysis process will be to calculate the
ITERIS
Page 1 11
�µosalfor. �, ^
l�vltpa>rt Beac" Sighal Modernization Phase 5`i�rv�e+c
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.
ITERIS'
Page 112
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, fteris 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 proximity to 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
ITExrs-
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.
ITERIS'
Page 1 15
staff
TASK
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:FY10 Rate
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Task 1. 1
Pielinninary Design and W% Plans
6
60
6
100
1W
302
$M,7W
Task 1.2
Detailed Design
4
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12
220
M
606
$67,553
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Task 2.1
Field Revs�
14
15
is
44
$4,825
Task
2.2
Data Colls�fion
14
is
15
44
S4,825
Taslk,13
Signal Tuning Optimizatim and Implementation
I
a
45
so
50
1
155
$17.630
Task
2.4
Summer Flash Plans
4
20
10
U,170
Task-2s
Nm-Signalized lnftema�ion Sinnalation
2
10
10
22
$2,560
Total Houns Laiscu
16
1 218 1
M
1 103
1276
Total Labor
Tuffln, Counts (ADT and Taming Mo�aenl �unt
$10.000
Tolal Piroject Cost
$155,7001
ITERIS'
Page 1 15
STANDARD FEE SCHEDULE
STAFF LEVEL HOURLY RATE
Vice President/ Principal
Associate Principal /Associate Vice President /Director
Senior Systems Engineer /Senior Program Manager
Senior Software Engineer /Senior Modeler
Senior Transportation Engineer /Planner /Traffic Design
Software Engineer /Application Technician
ITS Designer /Technician
Transportation /Systems Engineer /Program Manager
Transportation Engineer /Planner
Associate Transportation Engineer /Planner
Assistant Transportation Engineer /Planner
Project Administration
Technical Support/Editing /Senior Administration
Graphics Support
Administrative Support
$ 210
$ 210
$ 180
$ 170
$ 135
$ 120
$ 135
$ 125
$12S
$ 110
$ 95
$ 105
$ 65
$ 80
$ 60
ITERIS:. r
AMENDMENT NO. TWO TO
PROFESSIONAL SERVICES AGREEMENT WITH
r ITERIS, INC. FOR
it TRAFFIC SIGNAL MODERNIZATION PROJECT, PHASES 4 & 7
THIS AMENDMENT N . TWO T PROFESSIONAL SERVICES AGREEMENT,
is entered into as of this /._ ay of 2010, by and between the CITY
OF NEWPORT BEACH, a California un ipal 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. On August 11, 2009, City and Consultant entered into a Professional Services
Agreement ( "Agreement ") for design services for the Traffic Signal Modernization
Project, Phases 4 & 7 ( "Project ").
B. City and Consultant have entered into one separate Amendment of the
Agreement, the latest dated January 11, 2010.
C. City desires to enter into this Amendment No. Two to extend the term of the
Agreement to June 31, 2011 and update insurance requirements.
D. City and Consultant mutually desire to amend Agreement, as provided herein
below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. TERM
Section 1 of the Agreement shall be amended hereby and the following is
substituted in its entirety.
The term of the Agreement shall be extended to June 30, 2011, unless
terminated earlier as provided for in Agreement.
2. COMPENSATION
The introductory paragraph to Section 3 shall be amended hereby and the
following is substituted in its entirety.
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 to the Agreement. Consultant's total amended
compensation for all work performed in accordance with this Agreement and all
prior amendments, including all reimbursable items and subconsultant fees,
shall not exceed Four Hundred Fifty -One Thousand, Eight Hundred Twenty
Dollars and no /100 ($451,820.00) without prior written authorization from City
( "Total Amended Compensation ").
3. INSURANCE
Section 14 of the Agreement shall be amended hereby and the following terms are
substituted in their entirety_
Without limiting Consultant's indemnification of City, and prior to commencement of
work, Consultant shall ohtain, 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 Agreement
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
Workers' Compensation Coveraqe. Consultant shall maintain
Workers' 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
Employer's Liability Insurance in accordance with the laws of the
State of California, Section 3700 for all of the subconsultant's
employees.
Page12
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.
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 $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.
U Other Insurance Provisions or Requirements.
The policies are to contain, or be endorsed to contain, the following provisions:
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.
if. 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
Page 13
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
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. TimelyN_tice 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.
5. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants set forth
in Agreement shall remain unchanged and shall be in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. Two
on the date first above written.
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY
;Assi
'
nee uchamp,
Cit ttorney 1n
r
L.;
ATTEST:
t -
By:m;, 6o,�
Leilani 1. Brow ,
City Clerk
CITY OF NEWPO ACH,
A California MLpf69ACorporation
Ifen G. Badum,
is Works Director
CONSULTANT: ITERIS, INC.
Y*
Dan Gillia
Vice President
f S. Miele,
Financial Officer
Page 14
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT WITH
ITERIS, INC. FOR
TRAFFIC SIGNAL MODERNIZATION PROJECT, PHASES 4 & 7
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT,
is entered into as of this j `�h day of _;( 0010 69, 29 by and between the CITY
OF NEWPORT BEACH, a Municipal Corp dration ( "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. On August 11, 2009, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "AGREEMENT," for design
services for the Traffic Signal Modernization Project, Phases 4 & 7, hereinafter
referred to as "PROJECT."
B. CITY desires to enter into this AMENDMENT NO. ONE to reflect additional
services not included in the AGREEMENT and to increase the total
compensation.
C. CITY desires to compensate CONSULTANT for additional professional services
needed for PROJECT.
D. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter
referred to as "AMENDMENT NO ONE," as provided here below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. ADDITIONAL SERVICES TO BE PERFORMED
In addition to the services to be provided pursuant to the AGREEMENT,
CONSULTANT shall diligently perform all the services including, but not limited
to, all work set forth in the Scope of Services attached hereto as Exhibit A and
incorporated herein by reference. The City may elect to delete certain tasks of
the Scope of Services at its sole discretion.
3. COMPENSATION
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 to the AGREEMENT. Consultant's total amended
compensation for all work performed in accordance with this Agreement,
including all reimbursable items and subconsultant fees, shall not exceed Four
Hundred Fifty -One Thousand, Eight Hundred Twenty Dollars and no /100
($451,820.00) without prior written authorization from City.
3.1 The amended compensation reflects Consultant's additional
compensation for additional services to be performed in accordance with
this AMENDMENT NO. ONE, including all reimbursable items and
subconsultant fees, in an amount not to exceed Five Thousand Dollars
and no/100 ($5,000.00), without prior written authorization from City.
4. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in AGREEMENT shall remain unchanged and shall be in full force and
effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO.
ONE on the date first above written.
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY
By: '
yne D. eauc' amp,
Assistant City �4t rney
ATTEST:
By:
imw—/-
Leilani I. Brown,
City Clerk
U
CITY OF NEWPORT ACH,
A Municipal Cor ion
the G. Badum,
ubl' Works Director
ITERIS, INC.:
By:
Dan Gilliam,
Vice President
JameslS. Miele
Chief VinancialOfficer
Attachment: Exhibit A - Additional Services to be Performed
N
EXHIBIT A
Newport Beach
Traffic Signal Modernization
Phase 4 and Phase 1 Project
December 4, 2009
Brad Sommers
Traffic Engineer
City of Newport Beach
Public Works Department
3300 Newport Boulevard
Newport Beach CA 92663 -3884
I'll .:
Iter is. lnc,
1700 Carnegie Avenue, Suite 100
Santa Ana, CA 02705 -5551.
Re: Addendum 1 to the Newport Beach Traffic Signal Modernization
Phase 4 and Phase 7 Project JO9 -1747
Dear Mr. Sommers:
Iteris, Inc. is currently under contract with the City of Newport Beach in support of
the City's Traffic Signal Modernization Phase 4 and Phase7 project. Iteris' fee to
complete these projects for the City is $446,820, as detailed in our Fee Estimated
included in this proposal.
Per the City's request, Iteris is providing this addendum (Addendum 1) to include
additional design services to Iteris' Traffic Signal Modernization Phase 4 and
Phase 7 scope of work. The additional services include the traffic signal
modification design at one location. The changes to Iteris' scope reflecting these
additional items are detailed in Addendum 1 along with the associated budget.
Thank you very much for the opportunity for Iteris to continue assisting the City of
Newport Beach to improve traffic management and mobility in the City. We look
forward to the opportunity to continue our partnership with the City of Newport
Beach. Please feel free to call me at (949) 270 -9578 if you have any questions.
Sincerely,
Iteris, Inc.
Scott Carlson, P.E.
Associate Vice President/ Director of Engineering
S. _ �.a i S,wpe ,.. .��2 2..,3 .br,
1700 Carnegie Avenue I Suite100 I Santa Ana I CA 192705-55511 tel 949.270.9480 I fax 949.270.9481
Newport Beach
Traffic Signal Modernization
Phase 4 and Phase 7 Project
SCOPE OF WORK
The following scope of work will be incorporated into Iteris' current Task 1.2
Detailed Design.
Full Intersection Rehab: Upgrade existing signalized intersection with new
traffic signal poles, signal heads, pedestrian heads, traffic signal controller
cabinet (as noted above) and new conductors (rewire), at 1 signalized
intersection listed below.
(1) Newport Blvd and 28th Street
The design of the signal modification will be completed at 20- scale. The
signalized intersection will adhere to the design criteria as detailed in Iteris'
current contract scope of work.
FEE PROPOSAL
Iteris' current contract fee in support of the City's Traffic Signal Modernization
Phase 4 and Phase 7 project is $446,820.
The total fee to conduct the above additional task will be 5 000.
IJr L' L IS- .'..,
a
1700 Carnegie Avenue I Suite100 I Santa Ana ( CA 1 92705 -5551 1 tel 949.270.9480 1 fax 949.270.9481
PROFESSIONAL SERVICES AGREEMENT
WITH ITERIS, INC.
FOR TRAFFIC SIGNAL MODERNIZATION PROJECT, PHASE'S 4 & 7
THIS AGREEMENT is made and entered into as of this 1 ( day of i il,� i3 ,
2009, by and between the CITY OF NEWPORT BEACH, a 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 the West Newport (Phase 4) and Balboa Peninsula (Phase 7)
phases of the Traffic Signal Modernization Project.
C. City desires to engage Consultant to prepare the PS &E design packages for
Phases 4 and 7, assist City with traffic signal timing development and
deployment, and assist City 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 Marc
Porter, Vice President, ITS /Engineering.
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, 2010, 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. 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
the services shall be performed to completion in a diligent and timely manner.
The failure by Consultant to perform the services in a diligent and timely manner
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 Four Hundred Forty -Six Thousand, Eight Hundred Twenty Dollars
and no /100 ($446,820.00) 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
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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:
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 MARC PORTER
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.
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6. ADMINISTRATION
This Agreement will be administered by the Public Works Department. BRAD
SOMMERS shall be the Project Administrator and shall have the authority to act
for City under this Agreement. The Project Administrator or his /her 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:
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
a
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 (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, consultants,
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
6i
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, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City at all times during the term of this Agreement.
B. Signature. A person authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. 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.
D. Coverage Requirements.
Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation
Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor'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 (10 calendar days written notice of non-
payment of premium) prior to such change. The insurer shall agree
to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed
by Consultant for City.
ii. 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,
contractual liability. If commercial general liability insurance or
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice the required occurrence limit.
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 occurrence.
iv. Professional Errors and Omissions Insurance. Consultant shall
maintain professional errors and omissions insurance, which
covers the services to be performed in connection with this
Agreement in the minimum amount of one million dollars
($1,000,000).
E. Endorsements. Each general liability and automobile liability insurance
policy shall be endorsed with the following specific language:
i. The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insureds with
respect to liability arising out of work performed by or on behalf of
the Consultant.
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self- insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
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iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either
party except after thirty (30) calendar days (10 calendar days
written notice of non - payment of premium) written notice has been
received by City.
F. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
G. 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
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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 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. COMPUTER DELIVERABLES
CADD data delivered to City shall include 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 AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with
the City's digital submission requirements for Improvement Plans. The City will
provide AutoCAD file of City Title Sheets. All written documents shall be
transmitted to City in the City's latest adopted version of Microsoft Word and
Excel.
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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 authorizes in writing the release of information.
20. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his /her
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 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 of any United States' letters patent, trademark, or copyright
infringement, including costs, contained in Consultant's drawings and
specifications provided under this Agreement.
22. 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.
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.
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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 paragraph 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
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.
27. 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
Newport Beach, CA, 92663
Phone: 949 - 644 -3326
Fax: 949 - 644 -3318
Email: bsommers @city.newport - beach.ca.us
is
All notices, demands, requests or approvals from CITY to Consultant shall be
addressed to Consultant at:
Attention: Mark Porter
1700 Carnegie Avenue, Suite 100
Santa Ana, CA 92705
Phone: 949 - 270 -9661
Fax: 949 - 270 -9401
Email: map @iteris.com
28. 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.
29. 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.
30. 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.
UPA
31. 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.
32. 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.
33. 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.
34. 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.
35. 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.
36. 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.
37. 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.
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
By:
ynette D. Be hamp,
Assistant City Attorney
for the City of Newport Beach
ATTEST:
By:
CITY OF NEWPORTEACH,
A Muni pal (7�otpyor ti n
UJ)
Edward D. SeliclT
Mayor
for the City of Newport Beach
ITERIS, INC.:
Dan Gillia
so
Vice President
Jameo S. Miele,
Chie Financial Officer
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
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EXHIBIT A
1. SCOPE OF WORK
Iteris has prepared a detailed scope of work to ensure that the Traffic Signal Modernization
Phase 4 and Phase 7 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
four -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.
Our project approach is based on the project understanding, project issues and goals, our depth
of understanding of both ITS and Systems Engineering, and our past experience working with
the City of Newport Beach on the Traffic Signal Communication Master Plan and Phase I PS &E
and the Traffic Signal Modernization Phase 2 and Phase 3 project. Iteris' approach is divided
into the tasks listed below. Note that tasks are in support of Phase 4 & 7 unless noted
otherwise.
• 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
• Task 4:
CCTV Camera System Implementation (Phase 2 & 3)
• Task S:
Signal Timing Training
Our scope of work is based up on the services Iteris provided to the City on the previous Traffic
Signal Modernization Phase 2 and Phase 3 project and the details of the Master Plan specific for
Phase 4 and Phase 7. Iteris will work with City staff to prepare a schedule as necessary to meet
any project requirements. Note that the preparation of the signal timing plans can occur at any
time. We recommend 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 will be completed after construction of
the traffic signal system modernizations.
Objective: To ensure an efficient and coordinated project development process, delivery of a
high quality product, and deployment of the project components within budget and on
schedule.
Mr. Scott Carlson will serve as Project Manager for this project. He will be the principal contact
with the City of Newport Beach and other entities per the City's direction. Project management
support consists of preparation of monthly status reports and attendance at required project
Page 1 1 ITER[S" .,1,.
development meetings, and monthly status meetings. Mr. Carlson will also be available to City
staff should specific questions arise throughout the project progress, or for special meetings to
inform other members within the community.
Iteris takes great pride in its proactive methods for staying in contact with project clients. Iteris
understands that City staff has other jobs to perform outside of this project, so we want to be
as efficient and effective as possible with their time. Thus, project management techniques will
be modified to meet the City's needs. Iteris also strives to ensure that meeting notes are
developed after every meeting, which capture the items covered and decisions made. Once the
meeting has been adjourned, a draft copy of the meeting notes will be submitted to the City's
Project Manager for review and approval prior to disbursement to the meeting attendees.
These notes are not meant to be meeting minutes (i.e. recording of every word), but assist with
the tracking of discussions and decisions throughout the project progress, as well as the
identification of action items.
Another component of the Project Management Task is Quality Control. Iteris' number one
goal is the production of top quality products for clients. This is something that is kept in mind
by employees at all times. It does not just apply to quality control for design plans — something
that has been standard procedure at engineering design firms for many years; but rather
relates to all aspects of Iteris staff jobs and professional careers. As a firm and as individuals,
Iteris always strives for excellence. Mr. Marc Porter has been identified as Senior Advisor
responsible for the overall Quality Control /Quality Assurance aspect of this project.
Task 0 Deliverables:Meeting agenda and notes, progress reports, invoices and supplemental
material as requested /required by City staff.
Objective: To prepare PS &E design package for Phase 4 and Phase 7 of the Communications
Master Plan that includes a modernization of the City's traffic signal controllers, installation
of new CCTV cameras, and the required upgrades to the communications system.
This task will focus on the continued citywide replacement of the City's VMS 330 traffic signal
system to the icons traffic signal system, and the deployment of CCTV cameras at select
intersections. The Project will include a total of 30 City of Newport Beach signalized
intersections, as illustrated in Figure 1, presented below and summarized in Table 2. The listing
of project signalized intersections below includes the type of existing traffic signal controller.
(1)
Irvine Avenue & Orchard Drive
Existing ASC /3
(2)
Orchard Drive & Birch Street
Existing 820A
(3)
Irvine Avenue & Mesa Drive
Existing ASC /3
(4)
Mesa Drive & Acacia Street /Birch Street
Existing 820A
(5)
Irvine Avenue & University Avenue
Existing 820A
(6)
Irvine Avenue & Santa Isabel Avenue
Existing 820A
Page 12 ITER1S', -, •__ ,
(7)
Irvine Avenue & Santiago Drive
Existing ASC /3
(8)
Irvine Avenue & Highland Drive
Existing 820A
(9)
Irvine Avenue & Dover Drive
Existing 820A
(10)
Irvine Avenue & Pedestrian Signal
Existing 820A
(11)
Irvine Avenue & Westcliff Drive
Existing 820A
(12)
Dover Drive & Cliff Drive
Existing 820A
(13)
Dover Drive & 16th Street/ Castaways Lane
Existing 820A
(14)
Dover Drive & Westcliff Drive
Existing 820A
(15)
Placentia Avenue & 15th Street
Existing 820A
(16)
Placentia Avenue & Hospital Road
Existing ASC /3
(17)
Superior Avenue & Ticonderoga Street
Existing 820A
(18)
Superior Avenue & Hospital Road
Existing 820A
(19)
Superior Avenue & Placentia Avenue
Existing 820A
(20)
Superior Avenue & Hoag Health Care
Existing ASC /3
(21)
Balboa Boulevard & River Avenue
Existing 820A
(22)
Balboa Boulevard &32 nd Street
Existing 820A
(23)
Balboa Boulevard & 22nd / 23rd Street
Existing 820A
(24)
Balboa Boulevard & 21" Street
Existing 820A
(25)
Balboa Boulevard & 15th Street
Existing 820A
(26)
Balboa Boulevard & Palm Street
Existing 820A
(27)
Balboa Boulevard & Main Street
Existing 820A
(28)
Newport Boulevard & 32 "d Street
Existing 170E
(29)
Newport Boulevard & 301h Street
Existing 170E
(30)
Newport Boulevard & 281h Street
Existing 170E
The Project signalized intersections represent Phase 4 and Phase 7 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.
1. Traffic Signal Controllers: Replace existing traffic signal controllers to ASC /3 traffic signal
controllers at 25 of the Project signalized intersections, including 2 Econolite RM -ASC /3
controllers in existing 332 cabinets and 23 Econolite ASC /3 shelf -mount traffic signal
controllers in NEMA cabinets (includes one cabinet upgrade from Type 332 to Type O
cabinet), at the following locations. 5 of the Project signalized intersections are already
equipped with ASC /3 controllers and hence, do not require controller upgrades.
(1)
Orchard Drive & Birch Street
New ASC /3
(2)
Mesa Drive & Acacia Street /Birch Street
New ASC /3
(3)
Irvine Avenue & University Avenue
New ASC /3
(4)
Irvine Avenue & Santa Isabel Avenue
New ASC /3
(5)
Irvine Avenue & Highland Drive
New ASC /3
Page 13 ITERIS %" a
(6) Irvine Avenue & Dover Drive
(7) Irvine Avenue & Pedestrian Signal
(8) Irvine Avenue & Westcliff Drive
(9) Dover Drive & Cliff Drive
(10) Dover Drive & 16th Street / Castaways Lane
(11) Dover Drive & Westcliff Drive
(12) Placentia Avenue & 15th Street
(13) Superior Avenue & Ticonderoga Street
(14) Superior Avenue & Hospital Road
(15) Superior Avenue & Placentia Avenue
(16) Balboa Boulevard & River Avenue
(17) Balboa Boulevard & 32nd Street
(18) Balboa Boulevard & 22nd /23 d Street
(19) Balboa Boulevard & 21't Street
(20) Balboa Boulevard & 15th Street
(21) Balboa Boulevard & Palm Street
(22) Balboa Boulevard & Main Street
(23) Newport Boulevard & 32nd Street
(24) Newport Boulevard & 30th Street
(25) Newport Boulevard & 28th Street
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New AS C/3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New RM -ASC /3
New RM -ASC /3
New ASC /3 (upgrade Type 332 to
Type O cabinet)
Note that the RM -ASC /3 controllers will not be installed at the signalized intersections. The
controllers will be delivered to City for installation at a future time.
2. CCTV Surveillance Cameras: Prepare design to implement new CCTV cameras at 7 signalized
intersections with cameras mounted on existing traffic signal poles and matching IP
encoders installed in the traffic signal controller cabinet, at locations as noted below.
(1) Irvine Avenue & Mesa Drive
(2) Irvine Avenue & Dover Drive
(3) Irvine Avenue & Westcliff Drive
(4) Superior Avenue & Placentia Avenue
(5) Balboa Boulevard & River Avenue
(6) Balboa Boulevard & 21't Street
(7) Newport Boulevard & 32nd Street
3. Signalized Intersection Modifications: Upgrade signalized intersection with new traffic signal
controller cabinet (as noted below) and new conductors (rewire), at 3 signalized
intersections listed below.
(1) Irvine Avenue & Highland Drive NEMA -P r
Page 14 1TE�isalw
(2) Dover Drive & Westcliff Drive NEMA -P
(3) Newport Boulevard & 28th Street NEMA -O
4. Full Intersection Rehab: Upgrade existing signalized intersection with new traffic signal
poles, signal heads, pedestrian heads, traffic signal controller cabinet (as noted above) and
new conductors (rewire), at 1 signalized intersection listed below.
(1) Irvine Avenue & Highland Drive
5. Communications: The Project signalized intersections are currently supported primarily with
twisted pair cable that terminates at phone drops at select signalized intersections or T1
leased lines at City facilities. 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 possible combination of new fiber optic cable, new wireless Ethernet radio
and existing twisted pair cable. The existing phone drops will be abandoned. The details of
the communications upgrades are summarized below.
(1) Irvine Avenue /Westcliff /Dover: Communication upgrades will consist of new fiber optic
cable installed primarily in existing conduit along Irvine Avenue from Bristol Street to
Westcliff Drive, along Westcliff Drive from Irvine Avenue to Dover Drive, and along
Dover Drive from Westcliff Drive to Cliff Drive. The segment of Irvine Avenue from
Irvine Ave between Santa Isabel Avenue and Santiago Drive will require new conduit.
Fiber optic cable will also be installed in existing conduit along Mesa Dr from Irvine Ave
to Birch Street, and support a communications hub at Fire Station 7. The fiber optic
cable will also terminate at Fire Station 6 (Irvine Avenue & Dover Drive) to support a
communications hub. Lastly, communication upgrades are also required along Orchard
Drive from Irvine Avenue to Birch Street to support one signalized intersection (Orchard
Drive & Birch Street), and this is envisioned to be a wireless location. Note that it is
envisioned there will be some utility conflicts along Irvine Avenue south of Santiago
Drive that might require special attention during design.
(2) Superior /Hospital /Placentia: Communication upgrades will also consist of new fiber
optic cable installed in existing conduit along Superior Avenue from Ticonderoga Street /
Nice Lane to Hoag Healthcare, along Hospital Road from Superior Avenue to Placentia
Avenue, and along Placentia Avenue from Superior Avenue to 15th Street signalized
intersections. The fiber optic cable will terminate at General Services to serve as a
communications hub and employ existing wireless communications to the TMC.
(3) Balboa /Newport: Communication upgrades will consist of new fiber optic cable
installed in existing conduit along Newport Boulevard from 32 rd Street to 21St Street,
and along 32nd Street from Newport Boulevard to Balboa Boulevard. The fiber optic
cable will terminate at City Hall to serve as a communications hub. Communication
upgrades are also required along Balboa Boulevard from 32nd Street to River Avenue to
support one signalized intersection (Balboa Boulevard & River Avenue), and this
Page 15 ITERISf,,1 ••-
envisioned to be a wireless location that may require a repeater to be installed on
existing street lights. Communication upgrades are also required along Balboa
Boulevard from 21St Street to Main Street to support three signalized intersections
(Balboa Boulevard & 15th Street, Balboa Boulevard & Palm Street and Balboa Boulevard
& Main Street), and these are envisioned to be wireless locations that will require
repeaters to be installed on existing street lights. The City owns and maintains the
street lights along Balboa Boulevard and it is envisioned that one or more street lights
will be required as repeater locations to achieve line -of- sight.
Task 1.1: Preliminary Design and 30% Plans
The first step in developing the PS &E package for the Traffic Signal System Modernization 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, signalized intersection upgrades (rewire and new cabinets) signalized intersection
rehab, and communication infrastructure to support the overall Project. Iteris has designed,
deployed, and integrated several systems similar to this, including 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 our understanding of the project, the Preliminary Design
Technical Memorandum efforts will focus on the Project elements as detailed previously in this
Task 1 scope of work, and as summarized in Table 2.
Upon completion of the field surveys, we 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 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.
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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 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 and new wireless communications.
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 modifications and complete signalized intersection upgrade (rehab), 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 draft form. As a cost
savings measure, Iteris will conduct a review of City comments and incorporate the comments
Page 1 10 ITERIS` ..
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. However, there may be some localized construction and other project
related activities that will require coordination with other agencies and entities. As part of the
Preliminary Design Memorandum, affected agencies and entities, along with any permits that
may be required by these agencies or entities, will be identified along with actions that will
need to be taken both in the design and construction portions of the project. This includes
work within City of Costa Mesa and County of Orange right -of -way as noted below.
The Project proposes to install fiber in a segment of existing conduit along Irvine Avenue that is
in County of Orange and City of Costa Mesa right -of -way. It is envisioned that this work will not
required a County of Orange encroachment permit as the conduit is owned by the City of
Newport Beach, but it is envisioned that a no -fee encroachment permit for construction will be
required for the City of Costa Mesa.
All other work is envisioned to be within City right -of -way.
Deliverables: Draft Preliminary Design Memorandum.
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, Iteris will begin the
detailed design phase that will produce the 90 %, 100% and final submittals. The PS &E packages
for Phase 4 and 7 project elements will be prepared as one overall package.
The plans and specifications will include the traffic signal controller upgrades, CCTV cameras,
traffic signal controller cabinet, wiring and other intersection upgrades, associated
communication equipment, fiber optic, wireless 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 rewires at 20- scale.
• Traffic Signal rehab at 20- scale.
• Communication infrastructure, including conduit, pull boxes, etc., at 40- scale.
Page 1 11 ITERIS".-- .'-1..
• 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 40 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.
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
Iteris will update the City's Standard Specifications to create a City of Newport Beach Traffic
Signal Specification Supplemental that includes the project elements associated with the traffic
signal controller upgrades, CCTV cameras, signal modifications and rehab, and Communications
design elements. This will incorporate these work items into the City's standard language for
Traffic Standard Specification Supplemental to be incorporated into the City's Standard Project
Special Provisions.
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
Page 1 12 ITERISro1- - -1,1,.
1
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 the 90%
and final submittals.
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 for the Bid
Summary.
Deliverables: 90% 100% and Final (Mylar for cover sheet only) PS &E for Traffic Signal
Modernization Project
Objective: Develop optimized coordinated signal timing plans for the Phase 4 & 7
signalized intersections.
Iteris will prepare the signal timing plans as detailed in the subtasks presented in Task 2 for the
Project signalized intersections listed below.
(1) Irvine Avenue & Orchard Drive
(2) Orchard Drive & Birch Street
(3) Irvine Avenue & Mesa Drive
(4) Mesa Drive & Acacia Street /Birch Street
(5) Irvine Avenue & University Avenue
(6) Irvine Avenue & Santa Isabel Avenue
(7) Irvine Avenue & Santiago Drive
(8) Irvine Avenue & Highland Drive
(9) Irvine Avenue & Dover Drive
(10) Irvine Avenue & Pedestrian Signal
(11) Irvine Avenue & Westcliff Drive
(12) Dover Drive & Cliff Drive
Page 1 13 ITERI&I
(13) Dover Drive & 16th Street / Castaways Lane
(14) Dover Drive & Westcliff Drive
(15) Placentia Avenue & 15th Street
(16) Placentia Avenue & Hospital Road
(17) Superior Avenue & Ticonderoga Street
(18) Superior Avenue & Hospital Road
(19) Superior Avenue & Placentia Avenue
(20) Superior Avenue & Hoag Health Care
(21) Balboa Boulevard & 32nd Street
(22) Balboa Boulevard & 22nd /23 rd Street
(23) Balboa Boulevard & 21st Street
(24) Balboa Boulevard & 15th Street
(25) Balboa Boulevard & Palm Street
(26) Balboa Boulevard & Main Street
(27) Newport Boulevard & 32nd Street
(28) Newport Boulevard & 301h Street
(29) Newport Boulevard & 28th Street
Note that the new signal timing plans for the Newport Boulevard & 30th Street and Newport
Boulevard & 32nd Street signalized intersections will not be implemented as part of this
Project, as they are now coordinated with the two adjacent Caltrans signalized
intersections, Newport Boulevard & Finley Avenue, and Newport Boulevard & Via Lido.
One element of this task will be to determine the grouping of the Phase 4 & 7 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 to coordination are summarized below.
(1) Irvine Avenue: signal coordination along the entire Irvine Avenue Project corridor, as
well as Orchard and Birch, and coordination with the signalized intersections from
Phase 3
(2) Dover Drive: signal coordination along the entire Dover Drive Project corridor
(3) Superior Avenue: signal coordination along the entire Superior Avenue Project
corridor, as well as along Hospital
(4) Balboa Boulevard: Palm Street to Main Street
(5) Balboa Boulevard: 22 "d / 23`d Street to 21s' Street
(6) Balboa Boulevard: Ensure phasing of River Avenue provides coordination with the
adjacent Caltrans signalized intersection
(7) Newport Boulevard: Retain coordination from 28th to 32nd with the adjacent Caltrans
signalized intersections
Page 1 14 ITERISM ..„
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Task 2.1: 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 20 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.
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.
Turning movement counts at two 2 -hour peak periods will be collected. No weekend turning
moving counts will be conducted.
There may be a delay to collection of turning movement counts for a portion of the Project
signalized intersections. The County is widening Irvine Avenue between Bristol Street South
and Mesa Drive, and may delay this activity until construction is completed.
Deliverables: Traffic Counts Technical Memorandum
Task 2.2: 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 our own 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.
Deliverables: Field Review Technical Memorandum
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, and the Phase 2 & 3 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 Project signalized intersections. This will
include the development of the optimal cycle length, coordination timing, phasing order, split
Page 1 15 ITERIS,MM.R°..*1...
0�
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.
Actuated Settings Analysis
As part of this sub -task, Iteris will review actuated settings for each study intersection to not
only ensure that the existing data from the 820/820A traffic signal controllers are transferred
properly to the new 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 MUTCD minimum values); pedestrian 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
Iteris staff developed an extensive Synchro network of the City of Newport Beach as part of
past projects completed by Iteris (the 2003 Traffic Flow Optimization project, the Phase 1
project, and the Phase 2 & 3 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 -task 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:
Minimum thru split with pedestrian timing = Walk+ Flashing Don't Walk + Yellow + All 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) and pedestrian (walk and flashing
Page 1 16 ITERIS'f'1 m-� 1,,
i
don't walk) clearance times will be based on the minimum values dictated by the California
M UTCD.
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:
Page 1 17 ITERIS %rM „.
_40R 1
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
From the above - mentioned process, traffic signal timing plans for identified periods will be
developed. 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
icons 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 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 from
Phase 1 and the Phase 2 & 3 projects.
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
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 is crucial to achieving the best possible
coordinated flows along the corridor. Once the proposed signal timing plans have been
implemented, Iteris staff will conduct field reviews after the deployment of the timing plans.
Page ) 18 ITERIS"11 ".. ,"11,1
'sdr
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), 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.
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
Objective: To serve as an extension of City staff during construction of the Phase 4 & 7
project, including attendance at construction status meetings and review of contractor
submittals and requests for information.
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
5. 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
Objective: To implement the CCTV camera systems for the Phase 2 & 3 project.
Page 1 19 ITE"S ", ,..
In support of this task, Iteris will procure, configure and integrate the CCTV camera systems for
the Phase 2 & 3 Project that is currently starting construction.
Task 4.1: Hardware Procurement
The construction of the Phase 2 & 3 project includes the Contractor installation of City -
Furnished CCTV cameras, IF encoders and CCTV integrated cable. In support of this task, Iteris
will procure the CCTV camera systems as noted in Table 3. The items will be delivered to Iteris'
Santa Ana office for configuration (Task 4.2) prior to pick up by Contractor for installation.
TABLE 3: PHASE 2 & 3 CCTV CAMERA HARDWARE FOR ITERIS PROCUREMENT
ID
- - -- - - -- -Item .- _-
TQuantity
i -.� Comment_^
I 1
Cohu i -dome CCTV camera and pole
mounting hardware
13
2
Cohu i- linxll hardened IP encoder
15
2 encoders to replace the Phase 1 Axis encoders.
3
Cohu i - linxll non- hardened IP decoder 1
2
Decoders for TMC
_...
4
Cohu integrated CCTV camera cable (
13
{Each cable length .....
orresponding to the each
'CCTV camera installation
S
;Cohu i- linxll Video Management
1
:Software
Deliverables: CCTV Cameras with mounting hardware, IP encoders and integrated cable
Task 4.2: Hardware Configuration and Integration
Iteris will configure the CCTV cameras and IP encoders procured by Iteris as part of Task 4.1.
The encoders will be configured with IP addresses approved by City of Newport Beach IT. Once
configured, Iteris will label each encoder with the location (signalized intersection) and IP
address to ensure proper installation by the Contractor. Additionally, Iteris will install IP
encoders, procured by Iteris in Task 4.1, at two existing CCTV camera installations implemented
as part of the Phase 1 project.
The existing CCTV cameras implemented as part of the Phase 1 project, along with the CCTV
cameras to be implemented as part of the Phase 2 & 3 project, will be operated by City staff
from a new video management software, by Cohu. The video management software, procured
by Iteris as part of Task 4.1, will be installed by Iteris on two existing workstations at the TMC, as
well as one existing server at IT. The video management software will have a minimum of (1)
server and 10 client applications, allowing for future installations of the software on other City
workstations.
Iteris will integrate the graphical user interface (GUI) for operation of the CCTV cameras by the
TMC operators. The GUI will include a map of the City, database population of the software for
Page 120
each CCTV camera installed as part of this Project and the two Phase 1 CCTV cameras, and
integration of the CCTV camera management system into the overall TMC operations. The CCTV
camera management system will be a stand -alone application and will not be integrated into
icons. Additionally, Iteris proposes to use the citywide map developed by Econolite for icons as
the citywide map for the video management software, or other City - provided map such as a GIS
map. This represents a cost - savings measure for the City and will provide a standard citywide
map for both the icons and the video management system applications.
Integration will also include the configuration and installation of two IP decoders, procured by
Iteris as part of Task 4.1, in the TMC. The two decoders will be connected to the video
management software and the two existing LCD monitors in the TMC. The existing network
data cables and coax cables will be utilized.
Task 4.3: CCTV Camera System Trainine
Iteris will train City staff on the following elements of the CCTV camera system:
1. Configuration of IP encoders and decoders
2. Installation and configuration of video management software
3. Operation of video management software
It is assumed this will be a one -day course for up to 5 City staff and will utilize the City's TMC
workstations for training of staff on video management software.
Deliverables: CCTV Camera System Training Materials
CCTV Camera System Training
Objective: To train City of Newport staff on signal timing coordination and operation of icons
to allow City staff to continuously update coordinated signal timing plans citywide.
Iteris will train City staff on the following elements of coordinated signal timing:
1. Field observations and fine tuning of coordinated signal timing plans
2. Updating coordinated signal timing in icons
It is assumed this will be a two -day course for up to 5 City staff, including one day of Field
Training, and will utilize the City's TMC workstations for training of staff on signal timing
coordination.
Deliverables: Signal Timing Coordination Training Materials
Signal Timing Coordination Training
Page 121 ITEWS 1
EXHIBIT B
2. FEE ESTIMATE
Iteris' fee estimate to complete the Project as detailed in our scope of work is presented in
Table 4.
TABLE 4: FEE ESTIMATE
Page 1 22 ITERIS",- „n,,.W
fir.
HOURS/
TASK
Staff
QUAUT.
COST
u
na
we
u
'°
°
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U
q
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0 m
a °
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.q w
°
=
E
UO O.
KN
a
¢
Q
sxaaa
sas.00
snsoo
sea.00
sm.w
s,a.
swan
u.—
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'FY10 Rate
Task, 0
Project Management
d0
"d
S 25
'[ 59
$N;925.
Task 'Traffic
Signed System Modernizatum Design
60
A
215
14
65
0
.'450
1090
0
1894
5218,985:.
Task 1.1
Preliminary Design and 30% Plans
20
55
8
25
140
300
548
$64,445
Task 1.2
Detailed Design
40
160
6
40
310
790
1346
$154,540
Task 2.....
Traf0c Signal Timing Develop mentand Deplo men[
0
0
0
0
0
22
210
380'.
0
632
$72,020.
Task 2.1
Data Collection
4
30
1LO
134
$14,440
Task 2.2
Field Renew
8
40
8128
$14,480
Task 2.3
Signal Timing Optimization and Implementation
30
140
2370
$43,100
Task .°
Construction
4
8-
20
10.
2fit
$9,220'
Task `
CCTV Camera System implementation
3
0
0
22
55
0 -
50
'. 130
$109,360
Task 4.1
Hardware Procurement
This
task has
no labor -
all hardware
0
$88,650
Task 42
Hardware Configuration
1
8
15
30
54
$8,030
Task 4.3
CCN Camera System Integration
1
1 1�
4
20
20
45
$6,970
Task 4.4
CCN Camera System Training
1
10
20
31
$5,710
Task
Signal Timing Training
1
20 1
30
51
$8,010
Total Hours Labor
108 1
4 1
223 1
36
140 1
62 1
750 1
1495 1
25
2043
Total Labor
$340,870
Total Hardware
$88,650
OOCS
$3,300
Traffic Counts (ACT and Turning Mo,ement Counts)
$14000
Total Project Cost
$446,820
Page 1 22 ITERIS",- „n,,.W
fir.
Iteris, Inc.
STAFF LEVEL
STANDARD FEE SCHEDULE
Vice President/ Principal
Associate Principal /Associate Vice President
Senior Systems Engineer /Senior Program Manager
Senior Software Engineer /Senior Modeler
Senior Transportation Engineer /Planner
Software Engineer
ITS Designer
Transportation/Systems Engineer
Transportation Engineer/Planner
Field Technician
Associate Transportation Engineer /Planner
Assistant Transportation Engineer/Planner
Accounting /Financials
Technical Support/Editing
Graphics Support
Computer Aided Drafting Support
Administrative Support
T(y ���mnamnvn
.i .L 1.Jll RR....ii %v��`rtonudlGy
HOURLY RATE
$
180- 260
$
175- 220
$
125- 210
$
120- 205
$ 135 - 185
$ 80- 140
$ 115- 130
$
100- 140
$
105- 135
$ 70- 100
$ 100- 125
$
80- 110
$
90- 125
$ 35 - 75
$ 65 - 85
$ 45 - 85
$ 35 - 80
TO:
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
[jZMrN_EE2 cC®uraciiRT MAW
i n
Agenda Item No. 12
August 11, 2009
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Brad Sommers, P.E.
949 - 644 -3326 or bsommers @newportbeachca.gov
SUBJECT: TRAFFIC SIGNAL MODERNIZATION — WEST NEWPORT (PHASE 4)
AND BALBOA PENINSULA (PHASE 7) DESIGN - APPROVAL OF
PROFESSIONAL SERVICES AGREEMENT WITH ITERIS, INC.
RECOMMENDATION:
Approve a Professional Services Agreement with Iteris, Inc., of Santa Ana, California,
for design of Phases 4 and 7 of the Traffic Signal Modernization Project — West Newport
and Balboa Peninsula at a contract price of $446,820.00 and authorize the Mayor and
City Clerk to execute the Agreement.
DISCUSSION:
The 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 current and future technology improvements. The goal of this multi - phased
project is to reduce congestion and improve the efficiency and flexibility of our traffic
signal system.
Staff recommends that the agreement with Iteris for the design of Phases 4 and 7 of the
project include additional services that will expedite the construction of the
modernization project and improve staff's ability to manage the system. The
recommended services are described below and detailed in the attached Scope of
Work:
1. Preparation of Phase 4 and Phase 7 Plans, Specifications, and Estimates
(PS &E).
2. Develop and deploy optimized traffic signal timing plans for traffic signals
and corridors within Phases 4 and 7.
3. Preparation of PS &E for 2009 -2010 Traffic Signal Rehabilitation Project.
4. Procure and integrate CCTV system for Phases 2 and 3 of Traffic Signal
Modernization Project.
Traffic Signal Modernization —West Newport (Pha .4) and Peninsula (Phase 7) Design—
Approval of Professional Services Agreement with Itens, Inc.
August 11, 2009
Page 2
5.' Pr,o de training on traffic signal timing /coordination and CCTV integration
' ` '' fc'rrtaff.
1. Preparation of Phase 4 and Phase 7 Plans, Specifications, and Estimates
(PS &E)
To continue the modernization of the traffic signal system, staff has combined Phases 4
and 7 of the project.
Phase 4 consists of modernizing the traffic signal system within West Newport along the
following corridors and roadways:
• Irvine Avenue: Bristol Street South to Westcliff Drive
• Birch Street: Bristol Street South to Irvine Avenue
• Westcliff Drive: Irvine Avenue to Dover Drive
• Dover Drive: Westcliff Drive to Cliff Drive
• Superior Avenue: Ticonderoga Street to the north city limit
• Placentia Avenue: Hospital Road to the north city limit
• Hospital Road: Placentia Avenue to Superior Avenue
This phase will upgrade traffic signal control and communication equipment at 20
existing signalized intersections. Additionally, Closed Circuit Television Cameras
(CCTV) will be installed at four intersections.
Phase 7 consists of the Balboa Peninsula and will modernize intersections along the
following corridors and roadways:
• Newport Boulevard: 32nd Street to Balboa Boulevard
• Balboa Boulevard: River Avenue to Main Street
• 32nd Street: Newport Boulevard to Balboa Boulevard
This phase will upgrade traffic signal control and communication equipment at ten
existing signalized intersections. Additionally, CCTV will be installed at three
intersections.
2. Develop and deploy optimized traffic signal timing plans for traffic signals and
corridors within Phases 4 and 7
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.
Special consideration is being given to the timing of Newport Boulevard from 30th Street
to Via Lido Drive. Traffic signal ownership along the corridor is split with the 30th Street
Traffic Signal Modernization —West Newport (Phase) and Peninsula (Phase 7) Design —
Approval of Professional Services Agreement with Iteris, Inc.
August 11, 2009
Page 3
and 32nd Street intersections being under City jurisdiction and the Finley Avenue and
Via Lido Drive intersections being under Caltrans jurisdiction.
Currently, these four intersections utilize Caltrans traffic signal control equipment and
traffic signal timing /coordination. Staff recommends the control equipment at the 30th
Street and 32nd Street locations not be modernized at this time, and continue to use
Caltrans equipment to ensure the coordination of the closely- spaced intersections.
The design of this corridor will include communication upgrades at 30th Street and 32nd
Street to provide a link to the City's Traffic Management Center. This link will provide a
quick transition to City coordinated control should Newport Boulevard be relinquished.
3. Preparation of PS &E for 2009 -2010 Traffic Signal Rehabilitation Project
In an effort to reduce staff work load and ensure the new signal system functions
properly, the 2009 -2010 Traffic Signal Rehabilitation Project has been incorporated into
the Phase 4 and 7 Traffic Signal Modernization Project, including design by Iteris, Inc.
Staff has identified the following intersections within the Phase 4 and 7 project area for
rehabilitation this fiscal year:
• Irvine Avenue at Highland Street
• Dover Drive at Westcliff Drive
• Newport Boulevard at 28th Street
The traffic signal rehabilitation portion of the project will be funded by the 2009 -2010
Traffic Signal Rehabilitation CIP budget appropriation.
4. Procure and integrate CCTV system for Phases 2 and 3 of Traffic Signal
Modernization Project
During the construction of Phase 1, Staff realized a need for outside services in the
procurement and integration of the CCTV system.
Phases 2 and 3 of the system are currently under construction and include 13 CCTV
locations along the Jamboree Corridor and within the Airport Area.
Staff recommends Iteris, Inc. procures and integrates the CCTV equipment for Phases
2 and 3. Iteris has knowledge of the system and has completed this type of work for
other local jurisdictions. CCTV equipment for Phases 4 and 7 will be procured and
integrated by City staff at a later date.
The Phase 2 and 3 CCTV procurement and integration will be funded by the Phase 2
and 3 Traffic Signal Modernization Project CIP appropriation, which has been carried
over from the 2008 -2009 budget year.
j
_- Traffic Signal Modernization —West Newport (Ph, 4) and Peninsula (Phase 7) Design —
Approval of Professional Services Agreement with Iteris, Inc.
August11,2009
Page 4
5. Provide training on traffic signal timing /coordination and CCTV integration for
City Staff
The goal of the training is to allow staff to utilize the modern traffic signal system more
efficiently and to be able to install /manage CCTV software and equipment.
Staff recommends award of the design contract to Iteris, as they have gained an
extensive knowledge of the City and its transportation needs through prior projects,
allowing them to provide high level of service with minimal delays. Iteris' prior work with
the City includes the City -wide Traffic Signal Timing Project in 2003, the Traffic Signal
Communication Master Plan, and design of the first three Traffic Signal Modernization
Project phases.
Environmental Review:
Categorically Exempt under Chapter 3, Article 19, Section 15301, Class 1 (c) of the Title
14 California Code of Regulations. This_ exemption covers maintenance, repair, and
upgrades of existing traffic signal facilities.
Public Notice:
Not Applicable at this time.
Funding Availability:
Funds are available for the design c
Account Description
TS Modernization: Phases 4 and 7
TS Rehabilitation Program
TS Modernization: Phases 2 and 3
Prepared by:
T II f
Sommers
Senior Civil Engineer
A the project in the following accounts:
Account Number Amount
7281- C3002006 $312,460.00
7261- C3001007 $25,000.00
7281- C3002002 $109,360.00
Total: $446,820.00
Attachment: Professional Services Agreement
Submitted by:
rren c- tsaaum
is Works Director
PROFESSIONAL SERVICES AGREEMENT
WITH ITERIS, INC.
FOR TRAFFIC SIGNAL MODERNIZATION PROJECT, PHASES 4 & 7
THIS AGREEMENT is made and entered into as of this day of ,
2009, by and between the CITY OF NEWPORT BEACH, a 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 the West Newport (Phase 4) and Balboa Peninsula (Phase 7)
phases of the Traffic Signal Modernization Project.
C. City desires to engage Consultant to prepare the PS &E design packages for
Phases 4 and 7, assist City with traffic signal timing development and
deployment, and assist City 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 Marc
Porter, Vice President, ITS /Engineering.
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, 2010, 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. 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
the services shall be performed to completion in a diligent and timely manner.
The failure by Consultant to perform the services in a diligent and timely manner
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 Four Hundred Forty -Six Thousand, Eight Hundred Twenty Dollars
and no /100 ($446,820.00) 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
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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:
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 MARC PORTER
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.
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6. ADMINISTRATION
This Agreement will be administered by the Public Works Department. BRAD
SOMMERS shall be the Project Administrator and shall have the authority to act
for City under this Agreement. The Project Administrator or his /her 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:
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
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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 (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, consultants,
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
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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, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City at all times during the term of this Agreement.
B. Signature. A person authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. 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.
D. Coverage Requirements.
Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation
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Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor'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 (10 calendar days written notice of non-
payment of premium) prior to such change. The insurer shall agree
to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed
by Consultant for City.
ii. 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,
contractual liability. If commercial general liability insurance or
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice the required occurrence limit.
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 occurrence.
iv. Professional Errors and Omissions Insurance. Consultant shall
maintain professional errors and omissions insurance, which
covers the services to be performed in connection with this
Agreement in the minimum amount of one million dollars
($1,000,000).
E. Endorsements. Each general liability and automobile liability insurance
policy shall be endorsed with the following specific language:
i. The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insureds with
respect to liability arising out of work performed by or on behalf of
the Consultant.
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self- insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
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iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against. City, its elected
or appointed officers, officials, employees, agents and volunteers.
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either
party except after thirty (30) calendar days (10 calendar days
written notice of non - payment of premium) written notice has been
received by City.
F. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
G. 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
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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 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. COMPUTER DELIVERABLES
CADD data delivered to City shall include 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 AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with
the City's digital submission requirements for Improvement Plans. The City will
provide AutoCAD file of City Title Sheets. All written documents shall be
transmitted to City in the City's latest adopted version of Microsoft Word and
Excel
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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 authorizes in writing the release of information.
20. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his /her
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 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 of any United States' letters patent, trademark, or copyright
infringement, including costs, contained in Consultant's drawings and
specifications provided under this Agreement.
22. 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.
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.
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I
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 paragraph 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
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.
27. 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
Newport Beach, CA, 92663
Phone: 949 - 644 -3326
Fax: 949 - 644 -3318
Email: bsommers @city.newport- beach.ca.us
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`�:
29
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All notices, demands, requests or approvals from CITY to Consultant shall be
addressed to Consultant at:
Attention: Mark Porter
1700 Carnegie Avenue, Suite 100
Santa Ana, CA 92705
Phone: 949 - 270 -9661
Fax: 949 - 270 -9401
Email: map @iteris.com
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.
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.
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.
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31. 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.
32. 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.
33. 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.
34. 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.
35. 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.
36. 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.
37. 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.
1.11
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM: CITY OF NEWPORT BEACH,
A Municipal Corporation
By: By:
ynette D. Be hamp, Edward D. Selich
Assistant City Attorney Mayor
for the City of Newport Beach for the City of Newport Beach
ATTEST:
By:
Leilani Brown,
City Clerk
ITERIS, INC.:
By:
Dan Gillian,
Vice President
By:
James S. Miele,
Chief Financial Officer
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
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EXHIBIT A
1. SCOPE OF WORK
Iteris has prepared a detailed scope of work to ensure that the Traffic Signal Modernization
Phase 4 and Phase 7 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
four -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.
Our project approach is based on the project understanding, project issues and goals, our depth
of understanding of both ITS and Systems Engineering, and our past experience working with
the City of Newport Beach on the Traffic Signal Communication Master Plan and Phase I PS &E
and the Traffic Signal Modernization Phase 2 and Phase 3 project. Iteris' approach is divided
into the tasks listed below. Note that tasks are in support of Phase 4 & 7 unless noted
otherwise.
• 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
• Task 4:
CCTV Camera System Implementation (Phase 2 & 3)
• Task 5:
Signal Timing Training
Our scope of work is based up on the services Iteris provided to the City on the previous Traffic
Signal Modernization Phase 2 and Phase 3 project and the details of the Master Plan specific for
Phase 4 and Phase 7. Iteris will work with City staff to prepare a schedule as necessary to meet
any project requirements. Note that the preparation of the signal timing plans can occur at any
time. We recommend 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 will be completed after construction of
the traffic signal system modernizations.
Objective: To ensure an efficient and coordinated project development process, delivery of a
high quality product, and deployment of the project components within budget and on
schedule.
Mr. Scott Carlson will serve as Project Manager for this project. He will be the principal contact
with the City of Newport Beach and other entities per the City's direction. Project management
support consists of preparation of monthly status reports and attendance at required project
Page I 1
development meetings, and monthly status meetings. Mr. Carlson will also be available to City
staff should specific questions arise throughout the project progress, or for special meetings to
inform other members within the community.
Iteris takes great pride in its proactive methods for staying in contact with project clients. Iteris
understands that City staff has other jobs to perform outside of this project, so we want to be
as efficient and effective as possible with their time. Thus, project management techniques will
be modified to meet the City's needs. Iteris also strives to ensure that meeting notes are
developed after every meeting, which capture the items covered and decisions made. Once the
meeting has been adjourned, a draft copy of the meeting notes will be submitted to the City's
Project Manager for review and approval prior to disbursement to the meeting attendees.
These notes are not meant to be meeting minutes (i.e. recording of every word), but assist with
the tracking of discussions and decisions throughout the project progress, as well as the
identification of action items.
Another component of the Project Management Task is Quality Control. Iteris' number one
goal is the production of top quality products for clients. This is something that is kept in mind
by employees at all times. It does not just apply to quality control for design plans — something
that has been standard procedure at engineering design firms for many years; but rather
relates to all aspects of Iteris staff jobs and professional careers. As a firm and as individuals,
Iteris always strives for excellence. Mr. Marc Porter has been identified as Senior Advisor
responsible for the overall Quality Control /Quality Assurance aspect of this project.
Task 0 Deliverables:Meeting agenda and notes, progress reports, invoices and supplemental
material as requested /required by City staff.
Objective: To prepare PS &E design package for Phase 4 and Phase 7 of the Communications
Master Plan that includes a modernization of the City's traffic signal controllers, installation
of new CCTV cameras, and the required upgrades to the communications system.
This task will focus on the continued citywide replacement of the City's VMS 330 traffic signal
system to the icons traffic signal system, and the deployment of CCTV cameras at select
intersections. The Project will include a total of 30 City of Newport Beach signalized
intersections, as illustrated in Figure 1, presented below and summarized in Table 2. The listing
of project signalized intersections below includes the type of existing traffic signal controller.
(1)
Irvine Avenue & Orchard Drive
Existing ASC /3
(2)
Orchard Drive & Birch Street
Existing 820A
(3)
Irvine Avenue & Mesa Drive
Existing ASC /3
(4)
Mesa Drive & Acacia Street /Birch Street
Existing 820A
(5)
Irvine Avenue & University Avenue
Existing 820A
(6)
Irvine Avenue & Santa Isabel Avenue
Existing 820A
Page 12 ITER[S"°..::aA.,
(7)
Irvine Avenue & Santiago Drive
Existing ASC /3
(8)
Irvine Avenue & Highland Drive
Existing 820A
(9)
Irvine Avenue & Dover Drive
Existing 820A
(10)
Irvine Avenue & Pedestrian Signal
Existing 820A
(11)
Irvine Avenue & Westcliff Drive
Existing 820A
(12)
Dover Drive & Cliff Drive
Existing 320A
(13)
Dover Drive & 16`h Street / Castaways Lane
Existing 820A
(14)
Dover Drive & Westcliff Drive
Existing 820A
(15)
Placentia Avenue & 15`h Street
Existing 820A
(16)
Placentia Avenue & Hospital Road
Existing ASC /3
(17)
Superior Avenue & Ticonderoga Street
Existing 820A
(18)
Superior Avenue & Hospital Road
Existing 820A
(19)
Superior Avenue & Placentia Avenue
Existing 820A
(20)
Superior Avenue & Hoag Health Care
Existing ASC /3
(21)
Balboa Boulevard & River Avenue
Existing 820A
(22)
Balboa Boulevard & 32nd Street
Existing 820A
(23)
Balboa Boulevard & 22nd / 23`d Street
Existing 820A
(24)
Balboa Boulevard & 21'` Street
Existing 820A
(25)
Balboa Boulevard & 15`h Street
Existing 820A
(26)
Balboa Boulevard & Palm Street
Existing 820A
(27)
Balboa Boulevard & Main Street
Existing 820A
(28)
Newport Boulevard &32 nd Street
Existing 170E
(29)
Newport Boulevard & 30`h Street
Existing 170E
(30)
Newport Boulevard & 28'h Street
Existing 170E
The Project signalized intersections represent Phase 4 and Phase 7 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.
1. Traffic Signal Controllers: Replace existing traffic signal controllers to ASC /3 traffic signal
controllers at 25 of the Project signalized intersections, including 2 Econolite RM -ASC /3
controllers in existing 332 cabinets and 23 Econolite ASC /3 shelf -mount traffic signal
controllers in NEMA cabinets (includes one cabinet upgrade from Type 332 to Type O
cabinet), at the following locations. 5 of the Project signalized intersections are already
equipped with ASC /3 controllers and hence, do not require controller upgrades.
(1)
Orchard Drive & Birch Street
New ASC /3
(2)
Mesa Drive & Acacia Street /Birch Street
New ASC /3
(3)
Irvine Avenue & University Avenue
New AS C/3
(4)
Irvine Avenue & Santa Isabel Avenue
New ASC /3
(5)
Irvine Avenue & Highland Drive
New ASC /3
Page 13 1TEis�:m,•,.
f
(6) Irvine Avenue & Dover Drive
(7) Irvine Avenue & Pedestrian Signal
(8) Irvine Avenue & Westcliff Drive
(9) Dover Drive & Cliff Drive
(10) Dover Drive & 16th Street / Castaways Lane
(11) Dover Drive & Westcliff Drive
(12) Placentia Avenue & 15`h Street
(13) Superior Avenue & Ticonderoga Street
(14) Superior Avenue & Hospital Road
(15) Superior Avenue & Placentia Avenue
(16) Balboa Boulevard & River Avenue
(17) Balboa Boulevard &32 nd Street
(18) Balboa Boulevard & 22nd /23 d Street
(19) Balboa Boulevard & 21s` Street
(20) Balboa Boulevard & 151h Street
(21) Balboa Boulevard & Palm Street
(22) Balboa Boulevard & Main Street
(23) Newport Boulevard &32 nd Street
(24) Newport Boulevard & 30`h Street
(25) Newport Boulevard & 281h Street
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New ASC /3
New RM -ASC /3
New RM -ASC /3
New ASC /3 (upgrade Type 332 to
Type O cabinet)
Note that the RM -ASC /3 controllers will not be installed at the signalized intersections. The
controllers will be delivered to City for installation at a future time.
2. CCTV Surveillance Cameras: Prepare design to implement new CCTV cameras at 7 signalized
intersections with cameras mounted on existing traffic signal poles and matching IP
encoders installed in the traffic signal controller cabinet, at locations as noted below.
(1) Irvine Avenue & Mesa Drive
(2) Irvine Avenue & Dover Drive
(3) Irvine Avenue & Westcliff Drive
(4) Superior Avenue & Placentia Avenue
(5) Balboa Boulevard & River Avenue
(6) Balboa Boulevard & 21s` Street
(7) Newport Boulevard & 32nd Street
3. Signalized Intersection Modifications: Upgrade signalized intersection with new traffic signal
controller cabinet (as noted below) and new conductors (rewire), at 3 signalized
intersections listed below.
(1) Irvine Avenue & Highland Drive NEMA -P
Page ) 4 lTE�s'
;A'
(2) Dover Drive & Westcliff Drive NEMA -P
(3) Newport Boulevard & 28`h Street NEMA -O
4. Full Intersection Rehab: Upgrade existing signalized intersection with new traffic signal
poles, signal heads, pedestrian heads, traffic signal controller cabinet (as noted above) and
new conductors (rewire), at 1 signalized intersection listed below.
(1) Irvine Avenue & Highland Drive
5. Communications: The Project signalized intersections are currently supported primarily with
twisted pair cable that terminates at phone drops at select signalized intersections or T1
leased lines at City facilities. 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 possible combination of new fiber optic cable, new wireless Ethernet radio
and existing twisted pair cable. The existing phone drops will be abandoned. The details of
the communications upgrades are summarized below.
(1) Irvine Avenue /Westcliff /Dover: Communication upgrades will consist of new fiber optic
cable installed primarily in existing conduit along Irvine Avenue from Bristol Street to
Westcliff Drive, along Westcliff Drive from Irvine Avenue to Dover Drive, and along
Dover Drive from Westcliff Drive to Cliff Drive. The segment of Irvine Avenue from
Irvine Ave between Santa Isabel Avenue and Santiago Drive will require new conduit.
Fiber optic cable will also be installed in existing conduit along Mesa Dr from Irvine Ave
to Birch Street, and support a communications hub at Fire Station 7. The fiber optic
cable will also terminate at Fire Station 6 (Irvine Avenue & Dover Drive) to support a
communications hub. Lastly, communication upgrades are also required along Orchard
Drive from Irvine Avenue to Birch Street to support one signalized intersection (Orchard
Drive & Birch Street), and this is envisioned to be a wireless location. Note that it is
envisioned there will be some utility conflicts along Irvine Avenue south of Santiago
Drive that might require special attention during design.
(2) Superior /Hospital /Placentia: Communication upgrades will also consist of new fiber
optic cable installed in existing conduit along Superior Avenue from Ticonderoga Street /
Nice Lane to Hoag Healthcare, along Hospital Road from Superior Avenue to Placentia
Avenue, and along Placentia Avenue from Superior Avenue to 15`h Street signalized
intersections. The fiber optic cable will terminate at General Services to serve as a
communications hub and employ existing wireless communications to the TMC.
(3) Balboa /Newport: Communication upgrades will consist of new fiber optic cable
installed in existing conduit along Newport Boulevard from 32nd Street to 21s` Street,
and along 32nd Street from Newport Boulevard to Balboa Boulevard. The fiber optic
cable will terminate at City Hall to serve as a communications hub. Communication
upgrades are also required along Balboa Boulevard from 32nd Street to River Avenue to
support one signalized intersection (Balboa Boulevard & River Avenue), and this
Page 15
envisioned to be a wireless location that may require a repeater to be installed on
existing street lights. Communication upgrades are also required along Balboa
Boulevard from 21'` Street to Main Street to support three signalized intersections
(Balboa Boulevard & 15th Street, Balboa Boulevard & Palm Street and Balboa Boulevard
& Main Street), and these are envisioned to be wireless locations that will require
repeaters to be installed on existing street lights. The City owns and maintains the
street lights along Balboa Boulevard and it is envisioned that one or more street lights
will be required as repeater locations to achieve line -of- sight.
Task 1.1: Preliminary Design and 30% Plans
The first step in developing the PS &E package for the Traffic Signal System Modernization 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, signalized intersection upgrades (rewire and new cabinets) signalized intersection
rehab, and communication infrastructure to support the overall Project. Iteris has designed,
deployed, and integrated several systems similar to this, including 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 our understanding of the project, the Preliminary Design
Technical Memorandum efforts will focus on the Project elements as detailed previously in this
Task 1 scope of work, and as summarized in Table 2.
Upon completion of the field surveys, we 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 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.
Page 16 lT R[S't.,-- - --;,,
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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 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 and new wireless communications.
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 modifications and complete signalized intersection upgrade (rehab), 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 draft form. As a cost
savings measure, Iteris will conduct a review of City comments and incorporate the comments
Page 1 10
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. However, there may be some localized construction and other project
related activities that will require coordination with other agencies and entities. As part of the
Preliminary Design Memorandum, affected agencies and entities, along with any permits that
may be required by these agencies or entities, will be identified along with actions that will
need to be taken both in the design and construction portions of the project. This includes
work within City of Costa Mesa and County of Orange right -of -way as noted below.
The Project proposes to install fiber in a segment of existing conduit along Irvine Avenue that is
in County of Orange and City of Costa Mesa right -of -way. It is envisioned that this work will not
required a County of Orange encroachment permit as the conduit is owned by the City of
Newport Beach, but it is envisioned that a no -fee encroachment permit for construction will be
required for the City of Costa Mesa.
All other work is envisioned to be within City right -of -way.
Deliverables: Draft Preliminary Design Memorandum.
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, Iteris will begin the
detailed design phase that will produce the 90 %, 100% and final submittals. The PS &E packages
for Phase 4 and 7 project elements will be prepared as one overall package.
The plans and specifications will include the traffic signal controller upgrades, CCTV cameras,
traffic signal controller cabinet, wiring and other intersection upgrades, associated
communication equipment, fiber optic, wireless 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 rewires at 20- scale.
• Traffic Signal rehab at 20- scale.
• Communication infrastructure, including conduit, pull boxes, etc., at 40- scale.
Page 1 11 I�'Exlsh w.,
• 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 40 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.
1. Utility contact information
2. 20 -scale plans (electronically, scanned Aif 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
Iteris will update the City's Standard Specifications to create a City of Newport Beach Traffic
Signal Specification Supplemental that includes the project elements associated with the traffic
signal controller upgrades, CCTV cameras, signal modifications and rehab, and Communications
design elements. This will incorporate these work items into the City's standard language for
Traffic Standard Specification Supplemental to be incorporated into the City's Standard Project
Special Provisions.
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
Page 1 12
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 the 90%
and final submittals.
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 for the Bid
Summary.
Deliverables: 90116, 100% and Final (Mylar for cover sheet only) PS &E for Traffic Signal
Modernization Project
Objective: Develop optimized coordinated signal timing plans for the Phase 4 & 7
signalized intersections.
Iteris will prepare the signal timing plans as detailed in the subtasks presented in Task 2 for the
Project signalized intersections listed below.
(1) Irvine Avenue & Orchard Drive
(2) Orchard Drive & Birch Street
(3) Irvine Avenue & Mesa Drive
(4) Mesa Drive & Acacia Street /Birch Street
(5) Irvine Avenue & University Avenue
(6) Irvine Avenue & Santa Isabel Avenue
(7) Irvine Avenue & Santiago Drive
(8) Irvine Avenue & Highland Drive
(9) Irvine Avenue & Dover Drive
(10) Irvine Avenue & Pedestrian Signal
(11) Irvine Avenue & Westcliff Drive
(12) Dover Drive & Cliff Drive
Page 1 13 ITERIS"- '- ...�..
(13) Dover Drive & 16th Street / Castaways Lane
(14) Dover Drive & Westcliff Drive
(15) Placentia Avenue & 15th Street
(16) Placentia Avenue & Hospital Road
(17) Superior Avenue & Ticonderoga Street
(18) Superior Avenue & Hospital Road
(19) Superior Avenue & Placentia Avenue
(20) Superior Avenue & Hoag Health Care
(21) Balboa Boulevard &32 nd Street
(22) Balboa Boulevard & 22nd 12 3,d Street
(23) Balboa Boulevard & 21" Street
(24) Balboa Boulevard & 15th Street
(25) Balboa Boulevard & Palm Street
(26) Balboa Boulevard & Main Street
(27) Newport Boulevard & 32nd Street
(28) Newport Boulevard & 30th Street
(29) Newport Boulevard & 28th Street
Note that the new signal timing plans for the Newport Boulevard & 30th Street and Newport
Boulevard & 32 "d Street signalized intersections will not be implemented as part of this
Project, as they are now coordinated with the two adjacent Caltrans signalized
intersections, Newport Boulevard & Finley Avenue, and Newport Boulevard & Via Lido.
One element of this task will be to determine the grouping of the Phase 4 & 7 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 to coordination are summarized below.
(1) Irvine Avenue: signal coordination along the entire Irvine Avenue Project corridor, as
well as Orchard and Birch, and coordination with the signalized intersections from
Phase 3
(2) Dover Drive: signal coordination along the entire Dover Drive Project corridor
(3) Superior Avenue: signal coordination along the entire Superior Avenue Project
corridor, as well as along Hospital
(4) Balboa Boulevard: Palm Street to Main Street
(5) Balboa Boulevard: 22nd /23 rd Street to 21s' Street
(6) Balboa Boulevard: Ensure phasing of River Avenue provides coordination with the
adjacent Caltrans signalized intersection
(7) Newport Boulevard: Retain coordination from 28th to 32nd with the adjacent Caltrans
signalized intersections
Page 1 14 ITERISF ".:`:,,,:.
Task 2.1: 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 20 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.
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.
Turning movement counts at two 2 -hour peak periods will be collected. No weekend turning
moving counts will be conducted.
There may be a delay to collection of turning movement counts for a portion of the Project
signalized intersections. The County is widening Irvine Avenue between Bristol Street South
and Mesa Drive, and may delay this activity until construction is completed.
Deliverables: Traffic Counts Technical Memorandum
Task 2.2: 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 our own 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.
Deliverables: Field Review Technical Memorandum
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, and the Phase 2 & 3 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 Project signalized intersections. This will
include the development of the optimal cycle length, coordination timing, phasing order, split
Page 1 15 1 Tl.l�lr7 %r °mm
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.
Actuated Settings Analysis
As part of this sub -task, Iteris will review actuated settings for each study intersection to not
only ensure that the existing data from the 820 /820A traffic signal controllers are transferred
properly to the new 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 MUTCD minimum values); pedestrian 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
Iteris staff developed an extensive Synchro network of the City of Newport Beach as part of
past projects completed by Iteris (the 2003 Traffic Flow Optimization project, the Phase 1
project, and the Phase 2 & 3 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 -task 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 Cvcle 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:
Minimum thru split with pedestrian timing = Walk+ Flashing Don't Walk + Yellow +All 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) and pedestrian (walk and flashing
Page ) 16 ITEM[ ' - _.. ",
_4f1
don't walk) clearance times will be based on the minimum values dictated by the California
M UTCD.
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:
Page 1 17 ITERIS%°=.11,
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
From the above - mentioned process, traffic signal timing plans for identified periods will be
developed. 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
iconsm 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 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 from
Phase 1 and the Phase 2 & 3 projects.
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
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 is crucial to achieving the best possible
coordinated flows along the corridor. Once the proposed signal timing plans have been
implemented, Iteris staff will conduct field reviews after the deployment of the timing plans.
Page ) 18 ITEMS "" -w.
_O -
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), 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.
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
Objective: To serve as an extension of City staff during construction of the Phase 4 & 7
project, including attendance at construction status meetings and review of contractor
submittals and requests for information.
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
5. On -site construction support
6. Preparation of Mylar record drawings based on Contractor red -line As- Builts drawings
Deliverables: Status Meeting Notes
Mylor Record Drawings
Objective: To implement the CCTV camera systems for the Phase 2 & 3 project.
Page 1 19 ITERIS`µ �.m ,.
In support of this task, Iteris will procure, configure and integrate the CCTV camera systems for
the Phase 2 & 3 Project that is currently starting construction.
Task 4.1: Hardware Procurement
The construction of the Phase 2 & 3 project includes the Contractor installation of City -
Furnished CCTV cameras, IP encoders and CCTV integrated cable. In support of this task, Iteris
will procure the CCTV camera systems as noted in Table 3. The items will be delivered to Iteris'
Santa Ana office for configuration (Task 4.2) prior to pick up by Contractor for installation.
TABLE 3: PHASE 2 & 3 CCTV CAMERA HARDWARE FOR ITERIS PROCUREMENT
ID
Item
Quantity
Comment
'Cohu i -dome CCTV camera and pole
1
:mounting hardware
13
2
Cohu i linxll hardened IP encoder
15
12 encoders to replace the Phase 1 Axis encoders
3
.Cohu rlinxll non - hardened IP decoder 1
2
.Decoders for TMC
!Each cable length corresponding to the each
4
Cohu integrated CCTV camera cable
13
(CCTV camera installation
,._
Cohu rlinxll Video Management
5
:. Software
1
r
e
Deliverables: CCTV Cameras with mounting hardware, IP encoders and integrated cable
Task 4.2: Hardware Configuration and Integration
Iteris will configure the CCTV cameras and IP encoders procured by Iteris as part of Task 4.1.
The encoders will be configured with IP addresses approved by City of Newport Beach IT. Once
configured, Iteris will label each encoder with the location (signalized intersection) and IP
address to ensure proper installation by the Contractor. Additionally, Iteris will install IP
encoders, procured by Iteris in Task 4.1, at two existing CCTV camera installations implemented
as part of the Phase 1 project-
The existing CCTV cameras implemented as part of the Phase 1 project, along with the CCTV
cameras to be implemented as part of the Phase 2 & 3 project, will be operated by City staff
from a new video management software, by Cohu. The video management software, procured
by Iteris as part of Task 4.1, will be installed by Iteris on two existing workstations at the TMC, as
well as one existing server at IT. The video management software will have a minimum of (1)
server and 10 client applications, allowing for future installations of the software on other City
workstations.
Iteris will integrate the graphical user interface (GUI) for operation of the CCTV cameras by the
TMC operators. The GUI will include a map of the City, database population of the software for
Page 120 ITERISR:a
each CCTV camera installed as part of this Project and the two Phase 1 CCTV cameras, and
integration of the CCTV camera management system into the overall TMC operations. The CCTV
camera management system will be a stand -alone application and will not be integrated into
icons. Additionally, Iteris proposes to use the citywide map developed by Econolite for icons as
the citywide map for the video management software, or other City - provided map such as a GIS
map. This represents a cost - savings measure for the City and will provide a standard citywide
map for both the icons and the video management system applications.
Integration will also include the configuration and installation of two IP decoders, procured by
Iteris as part of Task 4.1, in the TMC. The two decoders will be connected to the video
management software and the two existing LCD monitors in the TMC. The existing network
data cables and coax cables will be utilized.
Task 4.3: CCTV Camera system Training
Iteris will train City staff on the following elements of the CCTV camera system:
1. Configuration of IP encoders and decoders
2. Installation and configuration of video management software
3. Operation of video management software
It is assumed this will be a one -day course for up to 5 City staff and will utilize the City's TMC
workstations for training of staff on video management software.
Deliverables: CCTV Camera System Training Materials
CCTV Camera System Training
Objective: To train City of Newport staff on signal timing coordination and operation of icons
to allow City staff to continuously update coordinated signal timing plans citywide.
Iteris will train City staff on the following elements of coordinated signal timing:
1. Field observations and fine tuning of coordinated signal timing plans
2. Updating coordinated signal timing in icons
It is assumed this will be a two -day course for up to 5 City staff, including one day of Field
Training, and will utilize the City's TMC workstations for training of staff on signal timing
coordination.
Deliverables: Signal Timing Coordination Training Materials
Signal Timing Coordination Training
Page 1 21 ITExrs'' --T:..,,•
EXHIBIT B
2. FEE ESTIMATE
Iteris' fee estimate to complete the Project as detailed in our scope of work is presented in
Table 4.
TABLE 4: FEE ESTIMATE
Page 1 22 ITERISJC-k --:.1•x.
HOURS/
TASK
Staff
DHANT.
COST
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°o m
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-
m
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m
ano
mx
es d
do
d O
U' C
U' O.
K N
in
Q
9
Q
revoo
sxxeno
svxoa
swm
sea.w
uoao
v
voao
saa
FY10 Rate
TeSkb =;
Ptoleck Marya9men[
d0
4
}
25',
Task '1. `.
Tra I6pS n`dt =S`std(it Mdtt 52$,fLGgN"96!g`p,
0
215.
14
$$
0,
450`,
Task 1.1
Preliminary Design and 30% Plans
20
55
8
25
140
300
548
$64,445
Task 1 2
Detailed Design
40
160
6
40
310
790
1346
$154,540
Ta 2
fa c,"$Ignal Timing bevelophrent nA D'eploytnent
6�
0
0 .
0
0
Task 2.1
Data Collection
4
30
100
134
$14,440
Task 2.2
Field Resew
8
40
80
128
$14,480
Task 23
Signal Thing Optimization and Implementation
30
140
200
370
$43,100
Ta3k 8 ^Con
cgon $gPPOrt "
4
8
20
' t0
125
`"
67
$1
Task4 '
CCTV Gabrielle System lmplemenphon
3
0
0
22
55
0
50
g
0
130
$108;36,
Task 4.1
Hardware Procurement
This
lask has
no labor-
all hardware
0
$88.650
Task 42
Hardware Cwd guralim
1
8
15
30
54
$8,030
Task 4.3
CCN Camera System Integration
1
d 1
20
1 20
1
45
$6.970
Task 4.6
CGN Camera System Training
1
10
20 it
1
$5,710
Tibik 5:..:
$100al TOtt1bgTT®in7Pg -
1
1
1
29 1
30
1 1
1
_ fit
smm
Total Houm Labor
100
6
223
36
140
62
750
1 1495 1
25 1
2843
Total Labor
$34,870
Total Hardware
$88,650
No
$3,300
Traffic Counts (ADT and Turning Meeement Counts)
$14,000
To[al Project C.,
$443,820
Page 1 22 ITERISJC-k --:.1•x.
Iteris, Inc.
STAFF LEVEL
STANDARD FEE SCHEDULE
Vice President/ Principal
Associate Principa[/Associate Vice President
Senior Systems Engineer /Senior Program Manager
Senior Software Engineer /Senior Modeler
Senior Transportation Engineer /Planner
Software Engineer
ITS Designer
Transportation/Systems Engineer
Transportation Engineer /Planner
Field Technician
Associate Transportation Engineer /Planner
Assistant Transportation Engineer /Planner
Accounting /Financials
Technical Support /Editing
- - ..Graphics Support
Computer Aided Drafting Support
Administrative Support
HOURLY RATE
$ 180- 260
$ t75- 220
$ 125 - 2I0
$
120- 205
$ 135 - 185
$
80- 140
$ 115- 130
$ 100- 140
$ 105- 135
$ 70- 100
$ 100- 125
$ 80- ll0
$
90- 125
$ 35 - 75
$ 65 - 85
$ 45- 85
$ 35 - 80
AMENDMENT NO. TWO TO
PROFESSIONAL SERVICES AGREEMENT WITH
ITERIS, INC.,
FOR TRAFFIC SIGNAL MODERNIZATION PROJECT PHASE 2 AND 3
THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT,
is entered into as of this ZI''rday of 2009, by and between the CITY
OF NEWPORT BEACH, a 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. On March 25, 2008, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "AGREEMENT," for design
services for the Jamboree Road Corridor (Phase 2) and Airport Area (Phase 3)
phases of the Traffic Signal Modernization Project, hereinafter referred to as
"PROJECT."
B. CITY and CONSULTANT have entered into one separate AMENDMENT of the
AGREEMENT, the latest dated August 6, 2008.
C. CITY desires to enter into this AMENDMENT NO. TWO to extend the term of the
AGREEMENT to December 31, 2010.
D. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter
referred to as "AMENDMENT NO. TWO," as provided here below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. TERM
The term of the AGREEMENT shall be extended to December 31, 2010.
2. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in AGREEMENT shall remain unchanged and shall be in full force and
effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO.
TWO on the date first above written.
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY
By: //-74. �
Aynett6 . e c amp,
Assistant City A orney
ATTEST:
By: Y�L 0,
Leilani I. Brown,
City Clerk
L�I fio RNi
CITY OF NEWPORT BEACH,
A Municipal Corporin
1:3
Whenfa. Badum,
ublic Works Director
ITERIS, INC.:
rBy:�=L_
Dan Gilliam,
Vice President
s S. Miele,
Financial Officer
Attachments: Exhibit A — Additional Services to be Performed
E
AMENDMENT NO. 1
TO
PROFESSIONAL SERVICES AGREEMENT
WITH ITERIS, INC.,
FOR TRAFFIC SIGNAL MODERNIZATION PROJECT PHASE 2 AND 3
THIS AMENDII(IENT NO. 1 T9 PROFESSIONAL SERVICES AGREEMENT, entered
into this (M_ day of , 2008, by and between the CITY OF
NEWPORT BEACH, a municipd corporation, (hereinafter referred to as "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. On March 25, 2008, City and Consultant entered into a Professional
Services Agreement, hereinafter referred to as "Agreement', for Design
services for the Jamboree Road Corridor (Phase 2) and Airport Area
(Phase 3) phases of the Traffic Signal Modernization Project, hereinafter
referred to as `Project'. This Agreement is scheduled to expire on
December 31, 2009.
B. City desires to enter into this Amendment No.1 to reflect additional
services not included in the Agreement. The additional services include
design of additional Closed Circuit Television Camera (CCTV) locations
and required replacement of deteriorated equipment to increase the
reliability of the system.
C. City desires to compensate Consultant for additional professional services
needed for Project.
D. City and Consultant mutually desire to amend Agreement, hereinafter
referred to as "Amendment No. 1 ", as provided here below.
NOW, THEREFORE, the parties hereto agree as follows:
1. Consultant shall be compensated for services performed pursuant to this
Amendment No. 1 according to "Exhibit A" dated July 9, 2008, attached
hereto.
2. Total additional compensation to Consultant for services performed
pursuant to this Amendment No. 1 for all work performed in accordance
with this Amendment, including all reimbursable items and subconsultant
fees, shall not exceed Forty Thousand Seven Hundred Seventy -Five
Dollars ($47,775.00) in accordance with the Fee Proposal and Schedule
of Billing Rates attached hereto as "Exhibit B."
3. Except as expressly modified herein, all other provisions, terms, and
covenants set forth in Agreement shall remain unchanged and shall be in
full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on
the date first above written.
APPROVED AS TO FORM:
4.M, C -- ,
City Attorney
for the City of Newport Beach
ATTEST:
-114P IF
B 06A#�
LaVonne Harkless,
City Clerk —m
CITY OF NEWPORT BEAC ,
A Municip I Corporation
By:
omer Bludau
for the City of Newport Beach
ITERIS, INC.:
6By:�.-
(Corpr6ralle Officer)
Title: V /01-c>5i��c��r f'
Print Name—D,�=l
y•
(Financial Officer)
e: Cr—O
Print Name: 3" X, $41 Eck
Please note: Corporations must complete and sign both places above
even if each office is held by the same individual
Attachments: Exhibit A — Scope of Services
Exhibit B — Fee Proposal and Schedule of Billing Rates
f:\users\pbw\shared\agreements\fy 07-08\iteris-traffic signal design phase 2 & 3 - amend 1.doc
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
0
EXHIBIT A •
Cover Letter
July 9, 2008
1 ?L:G Garnregic> Aeen�,... .,�r
Brad Sommers Santa Ana. CA ;
Traffic Engineer
City of Newport Beach
Public Works Department
3300 Newport Boulevard
Newport Beach CA 92663 -3884
Re: Addendum 1 to the Newport Beach Traffic Signal Modernization
Phase 2 and Phase 3 Projects J08 -1725
Dear Mr. Sommers:
Iteris, Inc. is currently under contract with the City of Newport Beach in support of
the City's Traffic Signal Modernization Phase 2 and Phase 3 projects. Iteris' fee to
complete these projects for the City is $361,835, as detailed in our Fee Estimated
included in this proposal.
Per the City's request, Iteris is providing this addendum (Addendum 1) to include
additional design services to Iteris' Traffic Signal Modernization Phase 2 and
Phase 3 scope of work. The additional services include additional CCTV cameras
at four locations in Phase 2 and two locations in Phase 3; and the re- wiring of
signalized intersections at four locations in Phase 2 and three locations in
Phase 3. The changes to Iteris' scope reflecting these additional items are
detailed in Addendum 1 along with the associated budget.
Thank you very much for the opportunity for Iteris to continue assisting the City of
Newport Beach to improve traffic management and mobility in the City. We look
forward to the opportunity to continue our partnership with the City of Newport
Beach. Please feel free to call me at (949) 270 -9578 if you have any questions.
Sincerely,
Iteris, Inc.
Scott Carlson, P.E.
Associate Vice President / Director of Engineering
ITElus -
AOOVO�-_.
1700 Carnegie Avenue I Suite100 1 Santa Ana I CA 192705-55511 tel 949.270.94801 fax 949.270.9481
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
E
0
SCOPE OF WORK
0
Exhibit A
Scope of Work
Iteris is currently under contract with the City of Newport Beach on the Traffic
Signal Phase 2 and Phase 3 PS &E project. Iteris' approach is divided into the
following tasks:
Task 0: Project Management
Task 1: Phase 2 and 3 Traffic Signal Systems Modernization (PS &E Package)
Task 2: Traffic Signal Timing Development and Deployment
Per the City's request, Iteris' scope is being amended to include additional design
services. The additional services include additional CCTV cameras at four (4)
locations in Phase 2 and two (2) locations in Phase 3; and the re- wiring of
signalized intersections at four (4) locations in Phase 2 and three (3) locations in
Phase 3. The additional design services will be incorporated into Task 1 of Iteris'
contact scope of work that includes the preparation of the PS &E for both Phase 2
and Phase 3.
The additional design services do not change the details of Task 0, Project
Management, or Task 2, Signal Timing. Accordingly, those tasks are not
summarized in this addendum.
The scope of work for Phase 2 and Phase 3 currently include the CCTV
cameras listed below.
Phase 2 CCTV Cameras I Phase 3 CCTV Cameras
Ford Rd
(2) Jamboree Rd. / MacArthur
Blvd.
(3) Jamboree Rd /University Dr -
Eastbluff Dr.
(4) Jamboree Rd. /San Joaquin
Hills Rd.
(5) Jamboree Rd /Coast Hwy
ITSRTS
kid I[ VII is rwc - a.ai nl.rua � Iq i
St North
(2) Bristol St South / Birch St.
(3) Irvine Ave / Mesa Dr.
Scope of Work
................
Newport Beach
Traffic Signal Modernization Task 1 will be amended to include four (4) additional Phase 2 CCTV
Phase 2 and Phase Project cameras and two (2) additional Phase 3 CCTV cameras listed below as part
of the design package.
Additional Phase 2 CCTV Cameras
(6) Coast Hwy /Marguerite Ave
(7) MacArthur Blvd /Bonita Canyon Dr
(8) MacArthur Blvd /Bison Ave
(9) Jamboree Rd /Bristol South
Additional Phase 3 CCTV Cameras
Blvd /Bircri St
(5) Campus Dr /Dove St
The scope of work for Phase 2 and Phase 3 does not currently include any
intersection re- wiring. Based on a City review of the existing conditions at
select signalized intersections, Task 1 will be amended to include the
design to re -wire four (4) Phase 2 signalized intersections and three (3)
Phase 3 signalized intersection listed below as part of the design package.
Phase 2 Intersection Re- wiring I Phase 3 Intersection
(1) Jamboree Rd /Back Bay Dr - New P
Cabinet and Rewire
(2) Jamboree Rd /Island Lagoon -
Rewire
(3) Bison Rd /Camelback St - New P
Cabinet and Rewire
(4) Coast Hwy / Marguerite Ave - Re-
wire
and Rewire
(2) Irvine Ave - Campus Dr./ Bristol St
North- New 0 Cabinet and Rewire
(3) Irvine Ave - Campus Dr./ Bristol St
South- New 0 Cabinet and Rewire
The plans for the CCTV cameras and intersection re- wiring will be
developed at 20- scale. For Phase 2, there are a total of seven signalized
intersections requiring new 20 -scale plans since one of the additional
locations, Coast Highway at Marguerite Ave., is to receive both a CCTV
camera and signal re- wiring. Accordingly, the additional fee for the Phase 2
signalized intersections will be based on seven locations. For Phase 3,
there are a total of four signalized intersections requiring new 20 -scale
plans to support the CCTV cameras and signal re- wiring. Accordingly, the
additional fee for the Phase 3 signalized intersections will be based on four
locations. Additionally, one location, Irvine Ave - Campus Dr./ Bristol St North,
is part of Iteris' current scope for a CCTV camera. The fee for signal re- wiring has
been reduced considering a partial 20 -scale plan has already been prepared, but
not to the detail required for signal re- wiring.
The additional Phase 2 and Phase 3 elements will be incorporated into
Iteris' PS &E package for Phase 2 and Phase 3. The remaining portions of
Iteris' Task 1 contract scope are unchanged.
ITERTS.
3 ...
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
e!
0
EXHIBIT B
FEE PROPOSAL
0
7TO
Iteris' current contract fee in support of the City's Traffic Signal Modernization
Phase 2 and Phase 3 projects is $361,835. Iteris' per sheet price for the
additional design services as noted in this addendum are listed below. The per
sheet price factors into consideration the work already being completed for Phase
2 and Phase 3 and represents a reduced price due to economy of scale.
1. CCTV Camera Design: $3,500 for 5 locations
2. Signal Design: $4,500 for 5 locations
3. Signal Design and CCTV Camera Design: $4,800 for 1 location
4. Signal Design at an in -Scope CCTV Camera location: $2,975 for 1
location
The total fee associated with the additional items is $47,775 or $29,490
for Phase 2 and $18,285 for Phase 3. A detailed cost estimate is provided
in Table 1 below by phase and staff labor.
Table 1: Cost Estimate
PHASE 2 TASK
Staff
Noun
TOTAL
TOTAL
COST
R 2
t f
m4
Q
`c !
U
W
W W
`
F, W
a
E W
.9
w4
W
a
$
b
TaskO
M
01
01
01
0
0
a
a
01
0
jp
01
KnYpRMevi (l aig)
I
I
0
j0
02
RO SWNS Aba' s
1111
O
so
03
1
0
50
Teelm
ia+Otl8 ml0ysim Opq,eb lPStq
.O
0
3.
0:
0
)
A
1
0
7
.318 0
2.1
PrCUnun p
1
1 5
10
15
u
33.355
22Odalcaw
Oemietl OVSOn
5
5
ID
75
12D
250
UUM
roc k
r SW_IT Fw
0
0
0
0..
1
0
9
-.: em
-, .,'A
. . so
3
0MV Camvw
0
$0
3 Z
Flea FevWw
0
$D
3.35
aTm roan
0
0
ToMl Hours Lobo
12
0
61
0
0
85
85
135
0
282
rgal
Lebou
sn
ODC
W
AOT COUM510 bwWna.TUmi MolOmOnICWMa 11 LOUaYOn59we0k0a pelbtle
f0
TftM PMOO cml
$Yq
PHASE a TASK
tnft
Noun
TOTAL
TOTAL
COST
z F
V16
Y Q
Se V!
F
V
O?
f W
64
a 2
'U�f
J6
8
u
44
w 40
a
W
4
Y
g
O
Task9
VrvJMManapameM
01
01
01
9
0
O
'0
0
0
jp
0.1
K.. Mro N Imall
I
I
a
30
0.2
PM. Sul. We,
a
$0
0.3
a
so
TaskY
ia+Otl8 ml0ysim Opq,eb lPStq
.O
0
3.
0:
0
)
A
8T
01
7
.318 0
21
RHimimry 0esgn
1
a
a
>
10
1 q0
2.2
Oemietl OVSOn
5
9
25
50
00
1
$16,815
Tasks
r SW_IT Fw
0
0
0
0..
0
0
0
30
31
Dam Caam -on
So
32
FMa Revnw
0
33
anv
s'ynal Tinny wlm m Im a
$o
Tnlel NounI bo
6
0
1
0
D
27
51
8i
0
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MrUw,
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ODCa
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ADT pVn169 bMlbns' TuMiM MOWMCI COUm52D LOCetiortl3 w¢¢Y42 RDOS
f0
TomlPm qCO
18305
ITERIS
Iteris, Inc.
i.
STANDARD FEE SCHEDULE
STAFF LEVEL
Vice President/ Principal
Associate Principal /Associate Vice President
Senior Systems Engineer /Senior Program Manager
Senior Software Engineer /Senior Modeler
Senior Transportation Engineer /Planner
Software Engineer
ITS Designer
Transportation/Systems Engineer
Transportation Engineer/Planner
Field Technician
Associate Transportation Engineer /Planner
Assistant Transportation Engineer /Planner
Accounting /Financials
TechnicalSupport/Editing
Graphics Support
Computer Aided Drafting Support
Administrative Support
Standard Terms and Conditions
11
Exhibit B
REPJS
HOURLY RATE
$ ISO- 260
$ 175- 220
$ 125- 210
$ 120- 205
S 135- 185
$ 80- 140
$ 115- 130
$ 100- 140
$ 105- 135
$ 70- 100
S 100- 125
$
80- 110
$
90- 125
$
35- 75
$
65- 85
$
45- 85
$ 35- 80
• Project expenses will be billed at cost plus 10 percent for service and handling. Expenses include
project - related costs, such as subcontractor services, traffic counts, postage/delivery service,
reproduction, transportation, and subsistence.
PROFESSIONAL SERVICES AGREEMENT WITH ITERIS, INC.,
FOR DESIGN OF JAMBOREE CORRIDOR AND AIRPORT AREA PHASES OF THE
TRAFFIC SIGNAL MODERNIZATION PROJECT
THIS AGREEMENT is made and entered into as of thisolSk day ofA4 rL-�\ ,
2008, by and between the CITY OF NEWPORT BEACH, a 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 the Jamboree Road Corridor (Phase 2) and Airport Area (Phase
3) phases of the Traffic Signal Modernization Project.
C. City desires to engage Consultant to prepare the PS &E design packages for
Phases 2 and 3 and assist City with traffic signal timing development and
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, Scott
Carlson, Associate Vice President/Director of Engineering.
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 31st day of December, 2009, 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. The
City may elect to delete certain tasks of the Scope of Services at its sole
discretion.
11
3. TIME OF PERFORMANCE
•
Time is of the essence in the performance of services under this Agreement and
the services shall be performed to completion in a diligent and timely manner.
The failure by Consultant to perform the services in a diligent and timely manner
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 suboonsultant fees, shall not
exceed Three Hundred Sixty -One Thousand, Eight Hundred Thirty-Five
Dollars and no /100 ($361,835.00) 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:
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0
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 Scott Carlson 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 shall be the Project Administrator and shall have the authority to act
for City under this Agreement. The Project Administrator or his/her 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:
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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
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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 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, consultants,
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.
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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, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City at all times during the term of this Agreement.
B. Signature. A person authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. 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.
D. Coverage Requirements.
i. Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation
Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor'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 (10 calendar days written notice of non-
payment of premium) prior to such change. The insurer shall agree
to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed
by Consultant for City.
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ii. General Liability Coverage. Consultant shall maintain commercial
general liability insurance in an amount not less than two million
dollars ($2,000,000) per occurrence for bodily injury, personal
injury, and property damage, including without limitation,
contractual liability. If commercial general liability insurance or
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice the required occurrence limit.
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 two million dollars ($1,000,000) combined single limit for
each occurrence.
iv. Professional Errors and Omissions Insurance. Consultant shall
maintain professional errors and omissions insurance, which
covers the services to be performed in connection with this
Agreement in the minimum amount of two million dollars
($1,000,000).
E. Endorsements. Each general liability and automobile liability insurance
policy shall be endorsed with the following specific language:
L The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insured with
respect to liability arising out of work performed by or on behalf of
the Consultant.
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self- insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
7
• •
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either
party except after thirty (30) calendar days (10 calendar days
written notice of non - payment of premium) written notice has been
received by City.
F. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
G. 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.
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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 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. COMPUTER DELIVERABLES
CADD data delivered to City shall include 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 AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with
the City's digital submission requirements for Improvement Plans. The City will
provide AutoCAD file of City Title Sheets. All written documents shall be
transmitted to City in the City's latest adopted version of Microsoft Word and
Excel.
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 authorizes in writing the release of information.
M
20.
21.
22.
23.
24.
0
OPINION OF COST
0
Any opinion of the construction cost prepared by Consultant represents his /her
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 contractor bids or actual cost to City.
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.
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.
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.
ERRORS AND
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
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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.
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
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.
27. 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, P.E.
Public Works Department
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA, 92663
Phone: 949 - 644 -3326
Fax: 949 - 644 -3318
11
All notices, demands, requests or approvals from CITY to Consultant shall be
addressed to Consultant at:
Attn: Scott Carlson, P.E.
Iteris, Inc.
1700 Carnegie Avenue
Santa Ana, CA 92705
Phone: 949 - 270 -9400
Fax: 949 - 270 -9401
28. 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.
29. 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.
30. 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.
12
! •
31. 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.
32. 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.
33. 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.
34. 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.
35. 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.
36. 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.
37. 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.
13
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
"-'---.
City Attorney
for the City of Newport Beach
ATTEST:
By
OaVonne Harkless,
City Clerk
Attachments:
CITY OF NEWPO _ EACH,
A Muni ; pal C ora�,t n
By:
o
for the City of Newport Beach
ITERIS, INC.:
By:
orporate Officer)
Title: � N Ice- Qptcti Cr •m
Print Name: kWA (flW6t4A
in
(Financial Officer)
Oro
Print Name: j�A*48 '-S�"4100C
Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
f:\users\pbw\shared\agreements\fy 07-08\iteris-traffic signal design phase 2 & 3.doc
14
9
Newport Beach March 4, 2008
Traffic Signal Modernization
Phase 2 and Phase 3 Project
Brad Sommers
Traffic Engineer
City of Newport Beach
Public Works Department
3300 Newport Boulevard
Newport Beach CA 92663 -3884
Cover Letter
t[eris, Inc.
1700 Camegie Avenue, Suite 7,00
Santa Ana, CA 92705-5551
Re: Newport Beach Traffic Signal Modernization Phase 2 and Phase 3 Projects
PO7 -0082
Dear Mr. Sommers:
Iteris, Inc. is pleased to submit this proposal to the City of Newport Beach in
support of the in support of the City's Traffic Signal Modernization Phase 2 and
Phase 3 projects. Iteris' fee to complete these projects for the City will not exceed
$361,835, as detailed in our Fee Estimated included in this proposal.
Iteris, Inc. is the largest transportation engineering firm specializing in the field of
traffic engineering, Intelligent Transportation Systems (ITS), and transportation
planning headquartered in California. Additionally, Iteris was the consultant to
Newport Beach for the Traffic Signal Communication Master Plan and Traffic
Signal Modernization Phase I project, which implemented the first phase of the
Ethernet -based communications to support the City's traffic signal system. Iteris'
experience on this project, as well as our experience on numerous other ITS
projects in Orange County and southern California, offers the City the most
qualified firm to provide consulting services.
Thank you very much for the opportunity to submit this proposal. We look forward
to the opportunity to assist the City of Newport Beach on the Traffic Signal
Modernization Phase 2 and Phase 3 projects. Please feel free to call me at (949)
270 -9578 if you have any questions.
Sincerely,
Iteris, Inc.
Scott Carlson, P.E.
Associate Vice President/ Director of Engineering
ITERIS'
1700 Carnegie Avenue I Suite100 I Santa Ana ( CA 192705-55511 let 949.270.94801 fax 949.270.9481
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
Tab ?e of Contents
Cover Letter ........................... ..............................i
1. Scope of Work ............ ............................... 1
2. Fee Proposal ................ .............................23
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
1
0
SCOPE OF WORK
Rope of Work
Iteris has prepared a detailed scope of work to ensure that the Traffic Signal
Phase 2 and Phase 3 PS &E project is completed on time, within budget, and to
the complete satisfaction to the City. Our project approach is based on the
project understanding, project issues and goals, the RFP, our depth of
understanding of both ITS and Systems Engineering, and our past experience
working with the City of Newport Beach on the Traffic Si anal Communication
Master Pian and Phase I PS &E project. Iteris' approach is divided into the
following tasks:
Task 0: Project Management
Task 1: Phase 2 and 3 Traffic Signal Systems Modernization (PS &E
Package)
Task 2: Traffic Signal Timing Development and Deployment
Our scope of work is based up on the services Iteris provided to the City on the
Traffic Si nal ommunication Master Plan and Phase I PS &E project and the
details of the Master Plan. Iters will work with City staff to prepare a schedule
as necessary to meet any project requirements. Note that the preparation of
the signal timing plans can occur at any time. We recommend 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 will be
completed after construction of the traffic signal system modernizations.
Objectives. To ensure an efficient and coordinated project development
process, the delivery of a high quality product, and
deployment of the project components within budget and on
schedule.
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. Scott Carlson will serve
as the Project Manager for this project. He will be the principal contact with
the City of Newport Beach and other entities per the City's direction. Project
management support consists of preparation of monthly status reports and
attendance at required meetings related to the Project. Mr. Carlson will also
be available to City staff should specific questions arise throughout the
duration of the project, or for special meetings to discuss the project with
other stakeholders /neighboring agencies. An important part of this task will
ITAoo
0
*cope of Work
Nemoort Beach involve discussions and involvement of other stakeholders such as the City
Traffic Signs( Modernization IT for integration of the communications network, Caltrans for the
Phase 2 and Phase 3 Project installation of new fiber in new conduit along Campus Drive across SR -73
and the installation of fiber optic cable in existing conduit along Jamboree
Road across SR -73. Below is a summary of our proposed project
management activities.
Proiect Management Methodo /ov
Iteris has a history of successful administration of projects. Through many
years of experience, Iteris has developed a methodology that has proven
effective in measuring progress, anticipating problems, reacting quickly to
changes in the requirements, and maintaining schedule integrity.
Iteris' project management is designed with checks and balances that have
resulted in our impressive track record of successful projects. Our project
management objectives are developed to:
❖ Provide a complete and comprehensive technical description and
work definition for the entire project;
❖ Develop a viable, comprehensive cost and schedule plan that reflects
the planned performance of the work;
❖ Establish a comprehensive control system that provides the
necessary status information to the project team, the City of Newport
Beach, and Iteris management;
Identify problem areas early and initiate corrective action;
❖ Communicate information to the City of Newport Beach on a regular
and timely basis;
❖ Ensure thorough documentation through an effective Quality
Assurance/ Quality Control process;
❖ Promote effective Configuration Management through the application
of Systems Engineering discipline to the development and support
for the Newport Beach ITS.
Performance Monitoring
Monitoring of technical performance, schedules, and costs using a combination
of automated and manual techniques provides an early indication of any
deviation from planned performance. The earlier a deviation from the plan can
be identified, the easier it is to implement the required corrective actions. The
following activities are performed:
❖ Monitor and control performance with respect to schedule
performance and analyze the impact of delays and cost alternatives.
Actual project performance is periodically compared to planned
project performance to identify deviations or areas of concern.
ITERTS' —
2 "�
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
3
•
Rope of Work
❖ Facilitate the assessment of work progress in terms of project
milestones, work completed, percent in process, and dependence on
future project tasks. The Project Manager, Mr. Scott Carlson, will
frequently hold informal discussions with individual project personnel
on specific tasks in addition to the regularly scheduled project team
meetings. In addition, a detailed project schedule will be created
using MS Project, which assists in the tracking of schedule versus
percent complete.
Project Reviews
Active and open communication between the team (including the City of
Newport Beach PM) is vital. Communication is essential to the successful
outcome of any project. Iteris' primary objective is to keep the City of
Newport Beach abreast of the developments that impact the project.
Internally, Iteris promotes open communication between the team members
and the Project Manager. The following sections describe the types of
meetings and reports used to communicate internally and externally.
Monthly Progress Report
Mr. Carlson will submit a monthly written progress report to the City of
Newport Beach and Iteris management. In this report, Mr. Carlson will
discuss activities conducted during the previous calendar month.
Typical subjects covered in this report include the following:
Summary of activities during the month
❖ Planned activities for the next month
••r Concerns or problems encountered
and planned solutions
Assignment of or changes in key
personnel
d• Up- to-date project schedule
ti• Status of subcontractors
�r Status of open items
❖ Status of contract variance or extra
work requests
d• Closed items
fi Status of deliverables
Proiect Kick -off Meeting
Shortly after receipt of Notice to Proceed, a project kickoff meeting will take
place, which will be attended by representatives from the Iteris team, the
City of Newport Beach, City IT, and other Stakeholder Partners as
appropriate. The purpose of this meeting will be to ensure that participants
understand and support the goals and the plan to achieve them.
Proiect Team Review Meetings
One of the basic requirements for meeting the project schedule and budget
is a system that assures prompt responses to problem areas before they
can give rise to insurmountable delays. For this reason, bi- weekly internal
project meetings are held in which each team member provides a brief
status of accomplishments and problems. Mr. Marc Porter, the Principal -in-
ITExrS-
AOVV._ .
0
#cope of Work
............. ...............................
Newport Beach Charge for this project, will conduct these internal reviews. It is a fact -
Traffic Signal Modernization finding, problem - solving endeavor used to keep the Project Manager and
Phase 2 and Phase 3 Project project personnel advised of the project status concerning schedules,
technical performance, trends, and existing or potential problem areas.
Proiect Status Mgg=
Iteris will discuss the progress report in a joint teleconference and /or in
face -to -face meetings with the City of Newport Beach - the forum for this
meeting will be at the discretion of the City of Newport Beach Project
Manager. Mr. Carlson will summarize current activities, discuss concerns,
report on milestones, evaluate future technical and financial requirements,
and obtain feedback from the City of Newport Beach. These conferences are
planned to promote open communication between the City of Newport
Beach and Iteris.
Management Review Meeting
Iteris upper -level management is committed to:
•3 Maintaining a proper environment for the successful execution of the
project
❖ Providing Mr. Carlson with adequate resources
❖ Monitoring the effectiveness of Mr. Carlson and the project team
For these reasons, internal management review meetings are held monthly
for each project. Current status is reviewed against the current project
schedule and, most importantly, changes from baselines reported in the
previous management review meeting are noted.
Proiect Quality Assurance / Quality Control (QA /OC)
Iteris' ability to implement high - quality deliverables is a result of our
adherence to a quality assurance program that ensures accuracy, product
usability, and an overall commitment to product excellence and user
satisfaction. The Iteris Project Manager ensures the team commitment to
these objectives by identifying goals at the outset of the project and
monitoring the product implementation and delivery process. We strive to
improve the processes and tools we use to provide high - quality products
and services. For this project, George Gener and Glenn Grayson will lead
review of project deliverables.
Deliverables: Meeting agendas and notes, progress reports, invoices and
supplemental material as requested/required by City staff.
ITEruS.-.
4
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
5
•
Rope of Work
Objectives: To prepare PS&E design packages for Phase 2 and Phase 3
of the Communications Master Plan that Includes an
modernization of the City's traffic signal controllers at
fourteen (14) Phase 2 and twenty (20) Phase 3 Cl"perated
signalized Intersections, the implementation of five (5) new
Phase 2 and three (3) Phase 3 CCTV cameras, and the
required upgrades to the communications system.
This task will focus on the replacement of the City's VMS 330 traffic signal
system to the icons® traffic signal system at the Phase 2 and Phase 3
signalized intersections as detailed in the Master Plan and illustrated in
Figure 2 and Figure 3. The preliminary communication schematic is
illustrated in Figure 4. The output of this task will be a detailed Plans,
Specifications, and Estimate (PS &E) package for the system elements listed
below.
1. Traffic Signal Controllers: Replace existing traffic signal controllers to
Model 2070L and Econolite ASC /3 traffic signal controllers at (14)
Phase 2 and (20) Phase 3 City- operated signalized intersections.
The Model 2070L controllers shall be installed in Type 332 cabinets
while the ASC /3 controllers will be installed in NEMA cabinets. The
controllers will utilize Ethernet communications to the Newport
Beach TMC, including the high- bandwidth communication link
between the Central Library and City Hall implemented in Phase 1,
the Police Station implemented as part of Phase 2, and Fire Station 7
implemented as part of Phase 3. It is envisioned that the existing
controller cabinets will be utilized, but select cabinets may require
upgrades based on the condition of the cabinets.
2. CCTV Surveillance Cameras: CCTV cameras will be installed at (5)
Phase 2 locations and (3) Phase 3 locations listed below. The CCTV
cameras will utilize Ethernet communications to the Newport Beach
TMC.
Phase 2 CCTV Cameras
(1) Jamboree Rd. / Eastbluff Dr.
- Ford Rd
(2) Jamboree Rd. / MacArthur
Blvd.
(3) Jamboree Rd /University Dr -
Eastbluff Dr.
(4) Jamboree Rd. /San Joaquin
Hills Rd.
(5) Jamboree Rd /Coast Hwy
ITERIS =--..
-NOVF�
Phase 3 CCTV Cameras
(1) Irvine Ave - Campus Dr./
Bristol St North
(2) Bristol St South / Birch St.
(3) Irvine Ave/ Mesa Dr.
Scope of Work
Figure 2: Phase 2 Project Limits (Figure 7.4 from Master Plan)
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• 2070
• ASC13
ucuwR arACw
Primary CCTV Camera Location
Secondary CCTV Camera Locatw
• Communiwtwn HUB
PHASE 2
i. Figure 7.4 - PHASE 2 ITF.R S
ITERIS
Figure 3: Phase 3 Project Limits (Figure 7.5 from Master Plan)
�i
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4.� p
• 2070
• ASC13
Primary CCTV Caimra Location
Secondary CCTV Camem Locat
• Cnmmunicalim HUB
PHASE 3
ITERIS
-0000�
Scope of Work
Figure 7.6 - PHASE 3
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?cope of Work
Figure 4: Preliminary Phase 2 and 3 System Architecture
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- - - - -> - -- -.. —
J.apin"ft Rd
WVdIESS
ORTIONAL
Ethernet Distribution
Gigabit Ethernet Barkbone
« — +0 Wireless Ethernet
— — — --- Existing 7wisteef Pair (Ethernet)
Cat 6 Network
Drop Cable
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ITERIS µ
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?Cope of Work
............. ......... _... .
Newport Beach
Traffic Signal Modernization
.The City's existing twisted pair communications will be modernized to
Phase z and Phase 3Project support Ethernet communications to the Phase 2 and Phase 3 traffic signal
controllers and the CCTV cameras. The upgrades will utilize the existing
infrastructure to the maximum extent possible, and will include a possible
combination of new fiber optic cable, new wireless Ethernet radio and
existing twisted pair cable, The primary routing of new fiber optic cable will
be along Jamboree Rd. and Bison Ave. for Phase 2, and MacArthur Blvd.,
Campus Drive and Irvine Ave. for Phase 3. Phase 2 will also integrate three
of the Phase 1 signalized intersections along MacArthur Blvd., (1) MacArthur
Blvd. / Bison Ave., (2) MacArthur Blvd. / Vilaggio and (3) MacArthur Blvd. /
Bonita Canyon Dr., utilizing the existing twisted pair cable.
Phase 2 proposes the installation of new fiber optic cable in existing
conduit along Jamboree Rd. across SR -73, on Caltrans right -of -way, and
will require an encroachment permit, to be completed as part of Iteris'
design with assistance by City staff.
Phase 3 proposes the installation of new fiber in existing conduit along
Campus Dr. / Irvine Ave. across SR -73, on Caltrans right -of -way, and will
require an encroachment permit, to be completed as part of Iteris'
design with assistance by City staff.
Task 2.1: Preliminary Design
The first step in developing the PS &E package for the Traffic Signal System
Modernization 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, including 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 our understanding of the project,
the Preliminary Design Technical Memorandum efforts will focus on the
following project elements:
1. CCTV Cameras at locations listed below.
ITE�Re�IS. w-��
9 ��!
Phase 2 Intersection — ..................._...._ —.
. - - - - - -�
Jamboree Rd / Eastbluff Dr- Ford R-
r t
Irvine Ave - Campus Dr. ! Bristol St North i
2 i
Jamboree Rd / MacArthur Blvd !
Bristol St South /Birch St.
l _...a
LJamboree Rd / University Dr Eastbluff Dr :
C3
Irvine Ave / Mesa Dr.
Jamboree Rd ! San Joaquin Hills Rd
Jamboree Rd /Coast Hwy
- -- _ _
ITE�Re�IS. w-��
9 ��!
............................... ...............................
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
0
2. Traffic Signal Controller
intersections listed below.
?cope
Modernization at
of Work
the signalized
ITERISo-
-0000""-.
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
11
Scope of Work
3. Upgrade the communication system to support Ethernet-based
communication from the Newport Beach TIVIC to the CCTV cameras
and traffic signal controllers noted above. The communication
system upgrades shall be implemented along the corridors listed
below and will include fiber optic cable, twisted pair cable, and
wireless communications.
F7ID!.[ Phase 2 Corridor Communications
�Iew fiber in existing conduit
;Jamboree Road from Coast Highway to MacArthur ------
Bison Avenue from Jamboree Road to MacArthur Boulevard I New fiber in existing conduit
-- ------------- - ------ I.-I... I ...... 1. ........ ......
3 IlMacArthur Blvd. from Bison Ave to Bonita Canyon Dr. (Phase 11, xisting TWP in existing conduit
locations)
O
4. Required Permits, affected agencies, and coordination issues.
ITERTS - .—
-1111110V�'
Phase 3 Corridor
Communications
Jamboree Rd. to Campus Dr.
ew- fiber —in existing conduit'
Birch St. from MacArthur Blvd. to Von Karman Ave.
............... .. 1.-1------ . . ........ . .. - --
Existing TWP in existing conduit i
- - ------------ -
F �311
Campus Drive from MacArthur Blvd. to Bristol St. S
(Partially Maintained and Operated b the City of Irvine)
conduit
fiber in existing con
Coordinate with the City of Irvine
. N . a . w -1 --------
F-1-71 "Dove
St. from Campus I Dr. . to o . Birch St. ..........
Existing TWP I . . in . existing . cc n d uit
I
r Campus Dr. to Birch St.
I?uai! Strcet from -
........... ..
Existing TWP in existing conduit 1
77
1
Bristol .
�StreetN _faorn Jamboree Rd. or Campus Dr. to Birch St
_�a _J
Birch St. from Bristol St. N to Bristol St. S
...................................... . . . . .
=Bristol S to Mesa Dr. IlNew
------------
Existing TWP in existing conduit I
Existing TWP in existing conduit 71
fiber in what will be existin
nduit. County to provide ne
09.
9
Irvine Avenue from Mesa Dr. to University Dr.
. . . . ... .....
New fiber in existing conduit I
10.a
1Option 1: Irvine Avenue from University Dr. to Santa Isabel OL
.............
New wireless link
Option 2: Irvine Avenue from University Dr. to Santa Isabel D�77
. .............
New fiber in new conduit I
F- ......
Orchard Drive from Irvine Ave. to Birch St. !Few--Wireless
................... .......... - ......... .. . i.
Ethernet
. .... . . ....... ..........
12-1.1,
J-J
IMesa Drive from Irvine Ave. to Fire Station 71 Acacia 1 Birch
. ............. -- - --
New fiber in existing conduit
.. ..........
7 7'
lBristol S from Jamboree Rd. to Bayview Pl.
'sting TWP in existing Zc�nduit,
14
[Bayview Place from Bristol S to Bayview Circle
ew �relas Ethernet
4. Required Permits, affected agencies, and coordination issues.
ITERTS - .—
-1111110V�'
Scope of Work
.................. ............................... _.........
Newport Beach
Traffic Signal Modernization a. Phase 2 proposes the installation of new fiber optic cable in
Phase z and Phase 3Project existing conduit along Jamboree Rd. across SR -73, on Caltrans
right -of -way, and will require an encroachment permit, to be
completed as part of Iteris' design with assistance by City staff.
b. Phase 3 proposes the installation of new fiber in existing conduit
along Campus Dr. / Irvine Ave. across SR 73, on Caltrans right of
way, and will require an encroachment permit, to be completed as
part of Iteris' design with assistance by City staff.
Because the bridges over SR -73 are on Caltrans right -of -way, the
design will require an encroachment permit, to be completed as part
of Iteris' design with assistance by City staff. Iteris scope and fee to
prepare the Caltrans permits assumes that the existing conduit will be
used at both locations.
Coordination will also be required with the City of Irvine for
communication design in the vicinity of MacArthur and Campus. It is
not envisioned that Irvine will require any permits for the work to be
completed.
All other work is envisioned to be within City right -of -way.
Upon completion of the field surveys, we 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 2. City comments on
the Technical Memorandum will be incorporated into the detailed design.
The detailed design will include the following. Below is a summary of the
efforts that will support the development of the Preliminary Design.
Traffic Signal Controller Modernization
The design of the traffic signal controller upgrades will involve the
preparation of design packages for the installation of a new Model
2070L traffic signal controllers and Econolite ASC /3 traffic signal
controllers at (14) Phase 2 and (20) Phase 3 City- operated signalized
intersections. In Phase 2, the Model 2070L traffic signal controllers
will be installed in Type 332 cabinets (2 locations) and the ASC /3
traffic signal controllers will be installed in NEMA cabinets (12
locations).
The design of the traffic signal controller replacements will include
details on all necessary cabinet equipment upgrades, intersection
wiring, and communications interface. Civil engineering
improvements will be limited to the construction of new controller
cabinet foundations and cabinets where it is determined that the
ITEPJS'
12
Scope of Work
...............................
Newport Beach
Traffic Signal Modernization existing cabinets need to be replaced. This work will be detailed on
Phase 2 and Phase 3 Project the communication design plans as it is envisioned that detailed
signal plans will not be required as part of this project.
The details of the traffic signal controller modernization, including
Ethernet communication requirements, recommended upgrades,
bandwidth requirements, 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 (5) Phase 2 and
(3) Phase 3 locations. The CCTV system shall be fully compatible with
the Econolite icons® system the City will be installing. 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. If requested, Iteris can conduct an optional bucket
truck survey to aid in the site selection process (not currently included
in our cost estimate).
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.
Traffic Signal Communication Upgrades
Iteris will prepare the PS &E for the Phase 2 and Phase 3
communication system. The design of the communication system will
focus on implementing an Ethernet -based communications system to
support the Phase 2 and Phase 3 traffic signal controllers 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 existing and new conduit, new wireless
communications, and existing twisted pair cable. 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 no
ITEMS
13
Scope of Work
Newport Beach
Traffic Signal Modernization existing infrastructure or the lack of spare capacity in the existing
Phase 2 and phase s project infrastructure.
Design Reviews and Approval: It is assumed that the traffic signal controller
upgrades, CCTV, and Communications System Design 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.
The 60% submittal will also serve as the plan set distributed to the utility
companies and third party entities for identification of existing utilities. This
distribution needs to occur at the 60% level in order to adhere to the design
schedule and prevent this effort from becoming the critical path during
design. Comments received by the utilities and third party entities will be
incorporated into the 90% and final submittals.
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. However, there may be
some localized construction and other project related activities that will
require coordination with other agencies and entities. This may include
Caltrans, which will require encroachment permits for any work conducted
on Caltrans right -of -way, as well as utility companies, etc. As part of the
Preliminary Design effort, we will identify the affected agencies and
entities, any permits that may be required by these agencies or entities,
and the actions that will need to be taken both in the design and
construction portions of the project.
Deliverables: Draft and Final Preliminary Design Memorandum.
Task 2.2: 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 Technical
Memorandum, Iteris will begin the detailed design phase that will produce
the 90 %, 100% and final submittals. The PS &E packages for Phase 2 and
Phase 3 will be prepared in parallel, but will be separate packages to allow
the City to bid them as separate projects.
The plans and specifications will include the traffic signal controller
upgrades, CCTV cameras, traffic signal controller cabinet, wiring and other
intersection upgrades, associated communication equipment, fiber optic,
wireless and twisted pair communications and infrastructure. The plans
ITERIS:. --
14
Scope of Work
......................... ......
Newport Beach
Traffic Signal Modernization and specifications will be prepared to satisfy the requirements of the
Phase 2 and Phase 3Project 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.
• 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.
• Communication infrastructure, including conduit, pull boxes, etc., at
40 Scale.
• Detailed communication block diagrams for field equipment and
hardware, nodes, hubs, Police Station, Fire Station 7, and the
Newport Beach TMC.
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.
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.
Design Reviews and Approval., It is assumed that the design will be
submitted as one package, and that each submittal will be subject to
review by the City of Newport Beach. Comments from each review cycle
ITERIS' — ...
15
s
?Cope of Work
...... .... _.................
Newport Beach
Traffic Signal Modernization i received within the established time frames will be reviewed, discussed,
Phase 2 and Phase 3 Project 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.
The 60% submittal will also serve as the plan set distributed to the utility
companies and third party entities for identification of existing utilities. This
distribution needs to occur at the 60% level in order to adhere to the design
schedule and prevent this effort from becoming the critical path during
design. Comments received by the utilities and third party entities will be
incorporated into the 90% and final submittals.
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.
Special Provisions: Caltrans standards and special provisions will be used
for this project. It is anticipated that there will be substantial new language
needed to address the technical nature of this project. To this end, we will
compile and review special provisions used on similar projects as a guide
to achieve consistency. Where technological revisions are needed, we will
prepare appropriate language.
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.
Dellverables: Draft and Final Preliminary Design Memorandum, and
60 %, 90 %, 100% and Final (Mylars) PS&E for Controller, CCTV and
Communication Design
ITERIS'
16
... ......... ............ .... __......... ........... ......
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
?cope of Work
Objective: Developed optimized coordinated signal timing plans for the
Phase I signalized intersections.
Iteris will prepare the signal timing plans as detailed in the subtasks
presented below.
Task 2.1: 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 9 key locations along Jamboree
Rd. for the Phase 2 signalized intersections and 11 key locations along
MacArthur, Campus and Irvine Ave. for the Phase 3 signalized intersections.
This data will be utilized to better understand the peaking characteristics of
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.
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 34
study intersections. Turning movement counts at two 2 -hour peak periods will
be collected. No weekend turning moving counts will be conducted.
Deliverables: Traffic Counts Technical Memorandum
Task 2.2: Field Review
As part of this subtask, Iteris will review and analyze existing information,
including as- builts, intersection geometry, traffic conditions, traffic signal
control equipment, and crash data to identify deficiencies and low -cost
improvements.
Conduct Field Reviews for Verification
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 our own 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 and pedestrian displays,
ITERTS µ
17
............................. ...............................
Newport Beach
Traffic Signal Modernization pedestrian push buttons.
Phase 2 and Phase 3 Project
?cope of Work
Traffic Signal Database Development
An important element of traffic signal management is the compilation of
current traffic signal information in a format that can be used for future
changes. It would be beneficial to develop a complete database that would
include information such as signal equipment configuration (i.e. phasing
configuration) and signal timing parameters. Most recently Iteris developed
similar databases for the Regional Transportation Commission of Northern
Nevada and Metropolitan Transportation Commission in Northern California
Deliverables: Field Review Technical Memorandum
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 and Phase 1 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 (14 Phase 2 and 20 Phase 3 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.
There will be a delay to the timing count task for Phase 3 of the project.
The County is planning on widening Irvine Avenue between Bristol Street
South and Mesa Drive. Thus the Phase 3 timing task will be delayed until
construction is completed along Irvine Avenue.
Actuated Settings Analysis
As part of this sub -task, Iteris will review actuated settings for each study
intersection to not only ensure that the existing data from the 820/820A traffic
signal controllers are transferred properly to the new controllers, but to also
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 MUTCD minimum values);
pedestrian 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
Iteris staff developed an extensive Synchro network of the City of Newport
Beach as part of the 2003 Traffic Flow Optimization project and the Phase 1
project. That network will be used as a base network for this project to save
ITERIS'a:
18 '09r"�
_._ .............................. ...............................
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
19
?cope of Work
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 -task 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 meet 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:
— Minimum thru split with pedestrian timing = Walk + Flashing Don't
Walk + Yellow + All 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) and
pedestrian (walk and flashing don't walk) clearance times will be based
on the minimum values dictated by the California MUTCD.
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
ITERIS- w
-'#Vpw�-
...........................
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
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
one value.
?cope of Work
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be the merging of all the above factors into
3. Signal Groupings/Subsystems: A sub - system evaluation will then
be conducted. 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 contains a different group of
signals within a traffic signal system that have similar characteristics
and are located adjacent to each other. An important consideration in
subsystem control is the definition of the control area boundaries and
the groupings of the signals that will operate within those boundaries.
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, spread -out 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
20 -�
?cope of Work
............ _.... _ ............. _.........................
Newport Beach
Traffic Signal Modernization sub - system of corridors, the optimum cycle length for each study
Phase z and Phase 3Project z period will be developed. This analysis could result in operating some
of the intersections with a half - cycle.
Phase Splits, Sequence and Coordination Analysis:
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
From the above - mentioned process, traffic signal timing plans for various
times of the day will be developed. 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
icons® traffic management system and the appropriate signal controller
(ASC /3 -NEMA or 2070L). 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 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 Phase 1 activities.
If the City reconfigures its current detection settings at any of the 34 study
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.
Signal Timing Implementation
Upon approval of the final timing plans /sheets, Iteris staff will enter all data into
the controllers prior to their field installation. Upon field installation, Iteris will
work closely with Econolite to ensure the data is uploaded to the central
system.
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. Iteris will
ITERIS -
21 ''�
?Cope of Work
........................... _ _ ............................
Newport Beach
Traffic signal Modernization program the new 34 controllers with all of the information developed for
Phase z and Phases Project Task 3 prior to field "swapping" of the controllers. It is preferred that this
work be completed at either Iteris or the City's offices. Once the new
controllers have been installed in the field by Econolite, Iteris staff will
observe the intersection to ensure proper operation, as noted below.
Signal Timing Fine Tuning
Although modern optimization software produces excellent coordination plans,
observation and fine- tuning of the plans under field conditions is crucial to
achieving the best possible coordinated flows along the corridor. Once the
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), 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.
dellverables: 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 nine- tuning
ITEMS*
22
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
23
U
FEE PROPOSAL
0
Fee Proposal
In accordance with the information provided in our scope of work, and
based on the design and signal timing efforts completed for Phase 2 and
Phase 3, Iteris has included our detailed cost estimate in Table 1. The cost
to complete Phase 2 and Phase 3 does include the cost to prepare sheets
for Permits as required by Caltrans, and assumes that existing conduit will
be used for both the Jamboree and Irvine /Campus crossings. Iteris fee
estimate cost does not include the cost for any fees associated with the
permit process as the City will be submitting the application. Also, note the
cost of Task 3 will be reduced by $3000 if a wireless link is used along
Irvine Ave. between University Dr. and Santa Isabel Ave.
Table 1: Cost Estimate
PHASE 2 TASK
Suff
51.K
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ITERIS.
Fax #:
CERTIFICATE OF INSURANCE
CHECKLIST
City of Newport Beach
This checklist is comprised of requirements as outlined by the City of Newport Beach.
Date Received: April 9, 2008
Date Completed: April 9, 2008
Dept. /Contact Received From:
Sent to: Shari Rooks
Company /Person required to have certificate:
1. GENERAL LIABILITY
A. INSURANCE COMPANY: Federal Insurance Company
B. AM BEST RATING (A: VII or greater): A + +: XV
C. ADMITTED Company (Must be California Admitted):
Is Company admitted in California?
D. LIMITS (Must be $1 M or greater): What is limit provided?
E. PRODUCTS AND COMPLETED OPERATIONS (Must
include): Is it included?
F. ADDITIONAL INSURED WORDING TO INCLUDE (The
City its officers, officials, employees and volunteers):
Is it included?
G. PRIMARY & NON - CONTRIBUTORY WORDING (Must be
included): Is it included?
h •corn
Shari Rooks
By: Tara Hemmingsen
is. Inc.
N Yes ❑ No
$2 Mil agg / $1 Mil occ
N Yes ❑ No
N Yes ❑ No
N Yes ❑ No
H. CAUTION! (Confirm that loss or liability of the named ❑ Yes N No
insured is not limited solely by their negligence) Does
endorsement include "solely by negligence" wording?
I. NOTIFICATION OF CANCELLATION: Although there is a provision that requires
notification of cancellation by certified mail; per Lauren Farley, the City will accept the
endeavor wording.
IL AUTOMOBILE LIABILITY
A. INSURANCE COMPANY: Federal Insurance Company
B. AM BEST RATING (A: VII or greater) A + +: XV
C. ADMITTED COMPANY (Must be California Admitted):
Is Company admitted in California?
D. LIMITS (Must be $1 M min. BI & PD and $500,000 UM):
What is limits provided?
E. ADDITIONAL INSURED WORDING TO INCLUDE (The City its
officers, officials, employees and volunteers): Is it included?
F. PRIMARY & NON - CONTRIBUTORY WORDING (For Waste
Haulers only):
Is it included? N/A
N Yes ❑ No
$1 Mil
es N No
❑ Yes ❑ No
G. NOTIFICATION OF CANCELLATION: Although there is a provision that requires
notification of cancellation by certified mail; per Lauren Farley, the City will accept the
endeavor wording.
III. WORKERS' COMPENSATION
A. INSURANCE COMPANY: Federal Insurance Company
B. AM BEST RATING (A: VII or greater): A + +: XV
C. LIMITS: Statutory
D. WAIVER OF SUBROGATION (To include): Is it included? ® Ye ❑ No
HAVE ALL ABOVE REQUIREMENTS BEEN MET? es ® No
IF NO, WHICH ITEMS NEED TO BE COMPLETED? Auto Liability: Auto AI wording and endt missing.
AMENDMENT NO. 3 TO
PROFESSIONAL SERVICES AGREEMENT WITH ITERIS, INC.
FOR TRAFFIC SIGNAL MODERNIZATION PROJECT — PHASE 1 DESIGN
THIS AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT, is entered
into as of this Xlk day of MAM , 200 _t, by and between the CITY OF
NEWPOR� BEACH, a Municipal Corporation ( "CITY "), and ITERIS, INC. a Delaware
Corporation whose address is 1700 Carnegie Avenue, Suite 100, Santa Ana California,
92705 -5551 ( "CONSULTANT'), and is made with reference to the following:
RECITALS:
A. On January 23, 2007, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "AGREEMENT', for Design
services for Phase 1 of the Traffic Signal System Modernization Project,
hereinafter referred to as "PROJECT'.
B. CITY and CONSULTANT have entered into 2 separate AMENDMENTS of the
AGREEMENT, the latest dated January 3, 2008.
C. CITY desires to enter into this AMENDMENT NO. 3 to extend the term of the
AGREEMENT to December 31. 2009.
D. No additional compensation is needed for PROJECT.
E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter
referred to as "AMENDMENT NO. 3 ", as provided here below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. The term of the AGREEMENT shall be extended to December 31, 2009.
2. Except as expressly modified herein, all other provisions, terms, and covenants
set forth in AGREEMENT shall remain unchanged and shall be in full force and
effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO. 3
on the date first above written.
APPROVED AS TO FORM:
By:
nette D. u h mp
Assistant City Attorney
for the City of Newport Beach
CITY OF NEWPORT BEACH,
A Municipal Coy5a ation
SWe Badum
ffublic Works Director
for the City of Newport Beach
ATTEST: CONSULTANT:
By: By�_ t�� -
Leilani Brown (Corporate Officer)
City Clerk
�@ Title: SJ . V
U
Z Print Name: /40W,
cgci Fo�P Or(Financial
Officer)
Title: Cro
Print Name: h-KCs S M t HIL
Attachments: Exhibit A — Schedule of Billing Rates
0 0
EXHIBIT A
Iteris, Inc.
Iteris, Inc. dba Meyer, Moitaddes Associates
STANDARD FEE SCHEDULE
STAFF LEVEL
Vice President/ Principal
Associate Principal /Associate Vice President
Senior Svstems Engineet/Senior Program Manager
Senior Software Engineer
Senior Transportation Engineer /Planner
Software Engineer
ITS Designer
Transportation/Systents Engineer
Transportation Engineer /Planner
Field Technician
Associate Transportation Engineer /Planner
Assistant Transportation Engineei/Plannei
Accounting /Financials
Technical Support/Editing
Graphics Support
Computer Aided Drafting Support
Administrative Support
Standard Terms and Conditions
HOURLY It-ATE
% 180- 250
$ 160- 210
$
120- 200
$
130- 195
$ 130 - 185
$ 75- 140
$ 100- 130
$ 110- 125
$ 90- 130
$ 70- 100
$ 100- 130
$
70- 105
$ 55 - 110
$ 45- 90
$ 45- 80
$ 45- 80
$ 65 - 80
• thin 30 days of date of invoi tng over 30
G u %ti ha va r�t g t in xceed t owa e v law,
to paytnetr period.
• Project expenses will be billed at cost plus 10 percent for service and handling. Expenses include
project - related costs, such as subcontractor services, traffic counts, postage /delivery service,
reproduction, transportation, and subsistence.
• 0 C ,3JAI
AMENDMENT NO.2
TO
PROFESSIONAL SERVICES AGREEMENT
WITH ITERIS, INC.
FOR TRAFFIC SIGNAL MODERNIZATION — PHASE 1 DESIGN
THIS AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT, entered
into this 3rd day of r , 2008 , by and between the CITY OF
NEWPORT BEACH, a municipal cor oration, (hereinafter referred to as "City") and
ITERIS, INC., a Delaware Corporation whose address is 1700 Carnegie Avenue, Suite
100, Santa Ana, California, 92705 -5551, formerly located at 1515 S. Manchester
Avenue, Anaheim, CA 92802 -2907 ( "Consultant'), and is made with reference to the
following:
RECITALS
A. On January 23rd, 2007, CITY and CONSULTANT entered into a
Professional Services Agreement, hereinafter referred to as "Agreement',
for Design services for Phase 1 of the Traffic Signal System Modernization
Project, hereinafter referred to as "Project'. This Agreement was
scheduled to expire on December 31, 2007.
B. On November 19th, 2007, the City entered into Amendment No. 1 of the
Agreement, in which Consultant was to receive an additional $4,500.00
under the Agreement for additional services not included in the
Agreement and to extend the term of the Agreement to December 31st,
2008.
C. City desires to enter into this Amendment No. 2 to design the pedestrian
traffic signal at the Coast Highway /Iris Avenue intersection, which is an
additional service not included in the Agreement or prior Amendments.
D. City desires to compensate Consultant for additional professional services
needed for Project.
E. City and Consultant mutually desire to amend Agreement, hereinafter
referred to as "Amendment No. 2 ", as provided here below.
NOW, THEREFORE, the parties hereto agree as follows:
Consultant shall be compensated for services performed pursuant to this
Amendment No. 2 according to "Exhibit A" attached hereto.
2. Total additional compensation to Consultant for services performed
pursuant to this Amendment No. 2 for all work performed in accordance
with this Amendment, including all reimbursable items and subconsultant
fees, shall not exceed Five Thousand, Five Hundred Dollars and
no/100 ($5,500.00).
3. Except as expressly modified herein, all other provisions, terms, and
covenants set forth in Agreement and Amendment 1 shall remain
unchanged and shall be in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 2 on
the date first above written.
APPR VEDAS TO FORM:
OL—_
City Attorney
for the City of Newport Beach
ATTEST:
Byl//5141141 All, -I&
LaVonne Harkless,
City Clerk
0 ILA
uT.:.7
</FOitN��
Attachments:
CITY OF NEWPORT BEACH,
:AMunicipal Corp on
Ir or lic Works
r the City of Newport Beach
CONSULTANT:
By:
(Corporate Officer)
Title: \J - vow pw_Sx)>"-
Print Name: f AA4^ 6AeA�dMD1
(Financial Officer)
CFro
Print Name: Ute' S• P`L`CA:S�
Exhibit A – Scope of Services
Exhibit B – Schedule of Billing Rates
f:\users\pbw\shared\agreements\FY 06-07\ITERIS-TS Modern ization-P 1 -Amend 2.doc
City of !Newport Beach Offs Signal Communication Master PlAnd Phase 1 PS &E Project
Controller Database Population Scope of Work
The following scope of work is intended as Addendum 2 to the existing activities currently
occurring as part of the City of Newport Beach Traffic Signal Communication Master Plan and
Phase 1 PS &E Project. Addendum 1 provided additional scope of work for signal timing and
was previously approved by the City.
TASK 2.2 DETAILED DESIGN
The following scope of work will be incorporated into Iteris' current Task 2.2 Detailed Desiqn
Iteris will design a new signalized pedestrian crossing at the intersection of Coast Highway and
Iris Avenue. The design of the signalized intersection will serve to provide protected pedestrian
crossings. The design will include new poles, signal heads for northbound and southbound
Coast Highway, pedestrian heads, pedestrian push button, conduit, pull boxes controller
cabinet, service and signage for Right Turn Only for Iris eastbound. The pedestrian crossing
will be supported by the fiber optic cable and Ethernet communications system designed as part
of this task.
The design of the pedestrian crossing will be completed at 20- scale. The signalized pedestrian
crossing will adhere to the design criteria as detailed in Iteris' current contract scope of work.
TASK 3.3 SIGNAL TIMING OPTIMIZATION AND IMPLEMENTATION
The following scope of work will be incorporated into Iteris' current Task 3.3 Detailed Design.
The signalized pedestrian crossing at Coast Highway and Iris Avenue will be incorporated into
the optimized signal timing plans prepared for Coast Highway. Iteris will develop pedestrian
crossing timing based on City standards. The pedestrian crossing phase will be incorporated
into the overall optimized signal timing plans for Coast Highway to both ensure coordination
along Coast Highway and sufficient protected pedestrian crossing.
The development of the signal timing for the signalized pedestrian crossing will adhere to the
criteria as detailed in Iteris' current contract scope of work.
FEE
The total fee to conduct the above two tasks will be $5,500. The cost will be broken down as
follows"
• Task 2.2: Additional $5,000 budget
• Task 3.3: Additional $500 budget
Iteris, Inc.
Iteris, Inc. dba Meyer, Mohaddes Associates
STANDARD FEE SCHEDULE
STAFF LEVEL
Vice President/ Principal
Associate Principal/Associate Vice President
Senior Systems Engineer /Senior Program Manager
Senior Software Engineer
Senior Transportation Engineer /Planner
Software Engineer
ITS Designer
Transportation/Systems Engineer
Transportation Engineer/Planner
Field Technician
Associate Transportation Engineer/Planner
Assistant Transportation Engineer/Planner
Accounting/Financials
Technical Support/Editing
Graphics Support
Computer Aided Drafting Support
Administrative Support
Standard Terms and Conditions
Ii'ERLS
HOURLY RATE
$ 180- 250
$ 160- 210
$ 120-200
$ 130- 195
$ 130- 185
$ 75- 140
$ 100- 130
$ 110- 125
$ 90- 130
$ 70- 100
$ 100- 130
$ 70- 105
$ 55- 110
$ 45- 90
$ 45- 80
$ 45- 80
$ 65- 80
• I e of mvow . o er 30
en sernce o o ex imum owa a yaw,
ou s 'tial
• Project expenses will be billed at cost plus 10 percent for service and handling. Expenses include
project - related costs, such as subcontractor services, traffic counts, postage /delivery service,
reproduction, transportation, and subsistence.
C-39o)I
�38�haw8)
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No.
March 25, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Brad Sommers, P.E.
949 -644 -3326 or bsommers @city.newport- beach.ca.us
SUBJECT: Traffic Signal Modernization — Jamboree Road Corridor (Phase 2)
and Airport Area (Phase 3) Design - Approval of Professional
Services Agreement with Iteris, Inc.
Recommendation:
Approve a Professional Services Agreement with Iteris, Inc., of Santa Ana, California,
for Phases 2 and 3 of the Traffic Signal Modernization Project - Jamboree Road
Corridor and Airport Area design at a contract price of $361,835 and authorize the
Mayor and City Clerk to execute the Agreement.
Discussion:
The Traffic Signal Modernization Project is planned as a multi -year project to install new
and upgraded City -wide traffic signal management system that utilizes current and
future technology improvements. The goal of'this multi - phased project is to reduce
congestion and improve the efficiency and flexibility of our traffic signal system.
Because of the overall magnitude, financing constraints, and potential disruption that
would occur in attempting to upgrade the City's entire traffic system at one time, staff
has developed a phased approach. In order to continue the current coordinated
operation of roadway corridors, the new system will coexist with the existing system
until implementation of the City -wide traffic signal controller and communication
upgrades are complete.
Phase 2 will consist of modernizing the traffic signal system along the Jamboree Road
Corridor. This phase includes upgrades to 14 intersections, installation of five Closed
Circuit Television (CCTV) cameras, and upgrades to the existing traffic signal
communication system. The Jamboree Road Corridor is of high priority as it is a critical
north / south arterial within the City:
Phase 3 will modernize the traffic signal system within the Airport Area. This phase
includes upgrades to 20 intersections, installation of three CCTV cameras, and
• Traffic Signal Modernization — Jam Corridor and Airport Area Design —
Approval of Pro Services Agreement with Iteris, Inc.
March 25, 2008
Page 2
upgrades to the existing traffic signal communication system. Staff ranked this phase
as the third priority project due to a lack of current traffic signal communication
combined with local and regional traffic demands surrounding the airport area.
Design of the Jamboree Road Corridor and the Airport Area modernization projects are
planned to be done together to expedite overall construction. Additionally, this approach
will aid in achieving Measure M competitive funding for both projects.
Phases 2 and 3 are planned to be constructed back - to-back, in order to better utilize staff
and competitive funding sources. Construction of the Jamboree Road Corridor is planned
for fall of 2008 continuing through spring of 2009. The Airport Area construction would
follow with an estimated start in summer of 2009.
Staff recommends award of the design to Iteris, as they have gained an extensive
knowledge of the City and its transportation needs through prior projects, allowing them to
provide high level of service with minimal delays. Iteris' prior work with the City includes
the City-wide Traffic Signal Timing Project in 2003, the Traffic Signal Communication
Master Plan, and Phase 1 design of the Traffic Signal Modernization Project.
Environmental Review:
Categorically Exempt under Chapter 3, Article 19, Section 15301, Class 1 (c) of the Title
14 California Code of Regulations. This exemption covers maintenance, repair, and
upgrades of existing traffic signal facilities.
Public Notice:
Not Applicable at this time
Funding Availability:
Funds are available for the design of the Jamboree Road Corridor and the Airport Area
Traffic Signal Modernization in the following accounts:
Account Description Account Number Amount
Measure M Turnback 7281- C3002002 $211,835
Measure M Turnback 7281- C3002003 $150,000
Total: $361,835
Prepared by: Submitted b
rad Sommers, P.E. tep n . Badum
Senior Civil Engineer lic Works Director
Attachment: Professional Services Agreement
•
PROFESSIONAL SERVICES AGREEMENT WITH ITERIS, INC.,
FOR DESIGN OF JAMBOREE CORRIDOR AND AIRPORT AREA PHASES OF THE
TRAFFIC SIGNAL MODERNIZATION PROJECT
THIS AGREEMENT is made and entered into as of this _ day of
2008, by and between the CITY OF NEWPORT BEACH, a 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 the Jamboree Road Corridor (Phase 2) and Airport Area (Phase
3) phases of the Traffic Signal Modernization Project.
C. City desires to engage Consultant to prepare the PS &E design packages for
Phases 2 and 3 and assist City with traffic signal timing development and
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, Scott
Carlson, Associate Vice President/Director of Engineering.
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 31st day of December, 2009, 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. 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
the services shall be performed to completion in a diligent and timely manner.
The failure by Consultant to perform the services in a diligent and timely manner
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 Three Hundred Sixty-One Thousand, Eight Hundred Thirty-Five
Dollars and no /100 ($361,835.00) 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:
2
4 1 • •
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 Scott Carlson 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 shall be the Project Administrator and shall have the authority to act
for City under this Agreement. The Project Administrator or his /her 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:
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
W
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 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, consultants,
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.
5
•
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, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City at all times during the term of this Agreement.
B. Signature. A person authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. 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.
D. Coveraae Requirements.
i. Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation
Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractors
employees. Any notice of cancellation or non - renewal of all
Workers' Compensation policies must be received by City at least
thirty (30) calendar days (10 calendar days written notice of non-
payment of premium) prior to such change. The insurer shall agree
to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed
by Consultant for City.
6
0 •
ii. General Liability Coverage. Consultant shall maintain commercial
general liability insurance in an amount not less than two million
dollars ($2,000,000) per occurrence for bodily injury, personal
injury, and property damage, including without limitation,
contractual liability. If commercial general liability insurance or
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice the required occurrence limit.
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 two million dollars ($1,000,000) combined single limit for
each occurrence.
iv. Professional Errors and Omissions Insurance. Consultant shall
maintain professional errors and omissions insurance, which
covers the services to be performed in connection with this
Agreement in the minimum amount of two million dollars
($1,000,000).
E. Endorsements. Each general liability and automobile liability insurance
policy shall be endorsed with the following specific language:
The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insured with
respect to liability arising out of work performed by or on behalf of
the Consultant.
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self - insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
7
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either
party except after thirty (30) calendar days (10 calendar days
written notice of non - payment of premium) written notice has been
received by City.
F. 77mely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
G. 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 subconsuitants 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.
I
• _ •
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 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. COMPUTER DELIVERABLES
CADD data delivered to City shall include 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 AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with
the City's digital submission requirements for Improvement Plans. The City will
provide AutoCAD file of City Title Sheets. All written documents shall be
transmitted to City in the City's latest adopted version of Microsoft Word and
Excel.
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 authorizes in writing the release of information. .
• • _
20. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his/her
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 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 of any United States' letters patent, trademark, or copyright
infringement, including costs, contained in Consultant's drawings and
specifications provided under this Agreement.
22. 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.
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
10
• 0
accomplished by Consultant, the additional design, construction and/or
restoration expense shall be bome by Consultant. Nothing in this paragraph 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
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.
27. 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, P.E.
Public Works Department
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA, 92663
Phone: 949 - 644 -3326
Fax: 949 - 644 -3318
11
• 0
All notices, demands, requests or approvals from CITY to Consultant shall be
addressed to Consultant at:
Attn: Scott Carlson, P.E.
Iteris, Inc.
1700 Carnegie Avenue
Santa Ana, CA 92705
Phone: 949 - 270 -9400
Fax: 949 - 270 -9401
28. 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.
29. 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.
30. 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.
12
•
31. 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.
32. 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.
33. 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.
34. 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.
35. 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.
36. 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.
37. 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.
13
E
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
C>— � Y�
Ci ttomey
for the City of Newport Beach
ATTEST:
LaVonne Harkless,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
Mayor
for the City of Newport Beach
ITERIS, INC.:
By:
(Corporate Officer)
Print Name:
e�
Title:
(Financial Officer)
Print Name:
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
t\usen;VbVAshare&agreementsVy 074MteftAraffic signal design phase 2 & Moc
14
•
Newport Beach March 4, 2008
Traffic Signal Modernization
Phase 2 and Phase 3 Project [
Brad Sommers
Traffic Engineer
City of Newport Beach
Public Works Department
3300 Newport Boulevard
Newport Beach CA 92663 -3884
L
Cover Letter
Iteris, Inc.
1700 Carnegie Avenue, Suite 100
Santa Ana, CA 92705 -5551
Re: Newport Beach Traffic Signal Modernization Phase 2 and Phase 3 Projects
PO7 -4082
Dear Mr. Sommers:
Iteris, Inc. is pleased to submit this proposal to the City of Newport Beach in
support of the in support of the City's Traffic Signal Modernization Phase 2 and
Phase 3 projects. Iteris' fee to complete these projects for the City will not exceed
$361,835, as detailed in our Fee Estimated included in this proposal.
Iteris, Inc. is the largest transportation engineering firm specializing in the field of
traffic engineering, Intelligent Transportation Systems (ITS), and transportation
planning headquartered in California. Additionally, Iteris was the consultant to
Newport Beach for the Traffic Signal Communication Master Plan and Traffic
Signal Modernization Phase I project, which implemented the first phase of the
Ethernet -based communications to support the City's traffic signal system. Iteris'
experience on this project, as well as our experience on numerous other ITS
projects in Orange County and southern California, offers the City the most
qualified firm to provide consulting services.
Thank you very much for the opportunity to submit this proposal. We look forward
to the opportunity to assist the City of Newport Beach on the Traffic Signal
Modernization Phase 2 and Phase 3 projects. Please feel free to call me at (949)
270 -9578 if you have any questions.
Sincerely,
Iteris, Inc.
Scott Carlson, P.E.
Associate Vice President/ Director of Engineering
HEWS'
1700 Carnegie Avenue I Suitel001 Santa Ana I CA 192705-55511 let 949.270.94801 fax 949.270.9481
0
Table of Contents
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Projed
CoverLetter ........................... ..............................i
1. Scope of Work ............ ............................... 1
2. Fee Proposal .............. ............................... 23
ITEMS'
ii
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
0- 41cope of Work
SCOPE OF WORK
Iteris has prepared a detailed scope of work to ensure that the Traffic Signal
Phase 2 and Phase 3 PS &E project is completed on time, within budget, and to
the complete satisfaction to the City. Our project approach is based on the
project understanding, project issues and goals, the RFP, our depth of
understanding of both ITS and Systems Engineering, and our past experience
working with the City of Newport Beach on the Traffic Signal Communication
Master Plan and Phase I PS &E project. Iteris' approach is divided into the
following tasks:
Task 0: Project Management
Task 1: Phase 2 and 3 Traffic Signal Systems Modernization (PS &E
Package)
Task 2: Traffic Signal Timing Development and Deployment
Our scope of work is based up on the services Iteris provided to the City on the
Traffic Signal Communication Master Plan and Phase I PS &E project and the
details of the Master Plan. Iteris will work with City staff to prepare a schedule
as necessary to meet any project requirements. Note that the preparation of
the signal timing plans can occur at any time. We recommend 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 will be
completed after construction of the traffic signal system modernizations.
Objectives: To ensure an efficient and coordinated project development
process, the delivery of a high quality product, and
deployment of the project components within budget and on
schedule.
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. Scott Carlson will serve
as the Project Manager for this project He will be the principal contact with
the City of Newport Beach and other entities per the City's direction. Project
management support consists of preparation of monthly status reports and
attendance at required meetings related to the Project. Mr. Carlson will also
be available to City staff should specific questions arise throughout the
duration of the project, or for special meetings to discuss the project with
other stakeholders /neighboring agencies. An important part of this task will
ITEIZIS �-
0 0eope of Work'
........... ....... - .... ..---........ ...
NeMort Beach involve discussions and involvement of other stakeholders such as the City
Traffic Signal Modernizafion IT for integration of the communications network, Caltrans for the
Phase 2 and Phase 3 Project ' installation of new fiber in new conduit along Campus Drive across SR -73
and the installation of fiber optic cable in existing conduit along Jamboree
Road across SR -73. Below is a summary of our proposed project
management activities.
Project Management Methodofogv
Iteris has a history of successful administration of projects. Through many
years of experience, Iteris has developed a methodology that has proven
effective in measuring progress, anticipating problems, reacting quickly to
changes in the requirements, and maintaining schedule integrity.
Iteris' project management is designed with checks and balances that have
resulted in our impressive track record of successful projects. Our project
management objectives are developed to:
+ Provide a complete and comprehensive technical description and
work definition for the entire project;
•S Develop a viable, comprehensive cost and schedule plan that reflects
the planned performance of the work;
❖ Establish a comprehensive control system that provides the
necessary status information to the project team, the City of Newport
Beach, and Iteris management;
• :• Identify problem areas early and initiate corrective action;
S Communicate information to the City of Newport Beach on a regular
and timely basis;
Ensure thorough documentation through an effective Quality
Assurance/ Quality Control process;
❖ Promote effective Configuration Management through the application
of Systems Engineering discipline to the development and support
for the Newport Beach ITS.
Performance Monitoring
Monitoring of technical performance, schedules, and costs using a combination
of automated and manual techniques provides an early indication of any
deviation from planned performance. The earlier a deviation-from the plan can
be identified, the easier it is to implement the required corrective actions. The
following activities are performed:
Monitor and control performance with respect to schedule
performance and analyze the impact of delays and cost alternatives.
Actual project performance is periodically compared to planned
project performance to identify deviations or areas of concern.
ITERIS'
2
..... _ ..... .... . ............ .....................
Newport Beach
Traffic Signal Modernization '
Phase 2 and Phase 3 Project
3
0 lqcope of Work
❖ Facilitate the assessment of work progress in terms of project
milestones, work completed, percent in process, and dependence on
future project tasks. The Project Manager, Mr. Scott Carlson, will
frequently hold informal discussions with individual project personnel
on specific tasks in addition to the regularly scheduled project team
meetings. In addition, a detailed project schedule will be created
using MS Project, which assists in the tracking of schedule versus
percent complete.
Project Reviews
Active and open communication between the team (including the City of
Newport Beach PM) is vital. Communication is essential to the successful
outcome of any project. Iteris' primary objective is to keep the City of
Newport Beach abreast of the developments that impact the project.
Internally, Iteris promotes open communication between the team members
and the Project Manager. The following sections describe the types of
meetings and reports used to communicate internally and externally.
Monthly Progress Renort
Mr. Carlson will submit a monthly written progress report to the City of
Newport Beach and Iteris management. In this report, Mr. Carlson will
discuss activities conducted during the previous calendar month.
Typical subjects covered in this report include the following:
Summary of activities during the month
Planned activities for the next month
Concerns or problems encountered
and planned solutions
Assignment of or changes in key
personnel
Up-to -date project schedule
• Status of subcontractors
Status of open items
Status of contract variance or extra
work requests
Closed items
Status of deliverables
Proiect Kick -off Meeting
Shortly after receipt of Notice to Proceed, a project kickoff meeting will take
place, which will be attended by representatives from the Iteris team, the
City of Newport Beach, City IT, and other Stakeholder Partners as
appropriate. The purpose of this meeting will be to ensure that participants
understand and support the goals and the plan to achieve them.
Proiect Team Review Meetinos
One of the basic requirements for meeting the project schedule and budget
is a system that assures prompt responses to problem areas before they
can give rise to insurmountable delays. For this reason, bi- weekly internal
project meetings are held in which each team member provides a brief
status of accomplishments and problems. Mr. Marc Porter, the Principal -in-
ITERIS-
* qcope of Work
Newport Beach Charge for this project, will conduct these internal reviews. It is a fact-
Traffic Signal Modernization . finding, problem - solving endeavor used to keep the Project Manager and
Phase 2 and Phase 3 Project project personnel advised of the project status concerning schedules,
technical performance, trends, and existing or potential problem areas.
Proiect Status Meeting
Iteris will discuss the progress report in a joint teleconference and /or in
face -to -face meetings with the City of Newport Beach - the forum for this
meeting will be at the discretion of the City of Newport Beach Project
Manager. Mr. Carlson will summarize current activities, discuss concerns,
report on milestones, evaluate future technical and financial requirements,
and obtain feedback from the City of Newport Beach. These conferences are
planned to promote open communication between the City of Newport
Beach and Iteris.
Management Review Meeting
Iteris upper -level management is committed to:
❖ Maintaining a proper environment for the successful execution of the
project
8• Providing Mr. Carlson with adequate resources
6• Monitoring the effectiveness of Mr. Carlson and the project team
For these reasons, internal management review meetings are held monthly
for each project. Current status is reviewed against the current project
schedule and, most importantly, changes from baselines reported in the
previous management review meeting are noted.
Proiect Quality Assurance/ Quality Control (Q -A&C)
Iteris' ability to implement high - quality deliverables is a result of our
adherence to a quality assurance program that ensures accuracy, product
usability, and an overall commitment to product excellence and user
satisfaction. The Iteris Project Manager ensures the team commitment to
these objectives by identifying goals at the outset of the project and
monitoring the product implementation and delivery process. We strive to
improve the processes and tools we use to provide high - quality products
and services. For this project, George Gener and Glenn Grayson will lead
review of project deliverables.
Deliverables: Meeting agendas and notes, progress reports, invoices and
supplemental material as requested/required by City staff.
ITERIS:— .,
4
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
5
0- %cope
Objectives:
of Work
To prepare PS&E design packages for Phase 2 and Phase 3
of the Communications Master Plan that Includes an
modernization of the City's traffic signal controllers at
fourteen (14) Phase 2 and twenty (20) Phase 3 City operated
signalized intersections, the Implementation of five (5) new
Phase 2 and three (3) Phase 3 CCTV cameras, and the
required upgrades to the communications system.
This task will focus on the replacement of the City's VMS 330 traffic signal
system to the icons® traffic signal system at the Phase 2 and Phase 3
signalized intersections as detailed in the Master Plan and illustrated in
Figure 2 and Figure 3. The preliminary communication schematic is
illustrated in Figure 4. The output of this task will be a detailed Plans,
Specifications, and Estimate (PS &E) package for the system elements listed
below.
1. Traffic Signal Controllers: Replace existing traffic signal controllers to
Model 2070L and Econolite ASC /3 traffic signal_ controllers at (14)
Phase 2 and (20) Phase 3 City - operated signalized intersections.
The Model 2070L controllers shall be installed in Type 332 cabinets
while the ASC /3 controllers will be installed in NEMA cabinets. The
controllers will utilize Ethernet communications to the Newport
Beach TMC, including the high- bandwidth communication link
between the Central Library and City Hall implemented in Phase 1,
the Police Station implemented as part of Phase 2, and Fire Station 7
implemented as part of Phase 3. It is envisioned that the existing
controller cabinets will be utilized, but select cabinets may require
upgrades based on the condition of the cabinets.
2. CCTV Surveillance Cameras: CCTV cameras will be installed at (5)
Phase 2 locations and (3) Phase 3 locations listed below. The CCTV
cameras will utilize Ethernet communications to the Newport Beach
TMC.
Phase 2 CCTV Cameras
(1) Jamboree Rd. / Eastbluff Dr.
- Ford Rd
(2) Jamboree Rd. / MacArthur
Blvd.
(3) Jamboree Rd /University Dr -
Eastbluff Dr.
(4) Jamboree Rd. /San Joaquin
Hills Rd.
(5) Jamboree Rd /Coast Hwy
ITERIS'—
_Ovp" '
Phase 3 CCTV Cameras
(1) Irvine Ave - Campus Dr./
Bristol St North
(2) Bristol St South / Birch St.
(3) Irvine Ave / Mesa Dr.
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Figure 4: Preliminary Phase 2 and 3 System Architecture
MACARTHUR BLVD
MacArthur
ut
Jamboree Rdl
Campus DO
BlvdOrch St
MscArthur Blvd?
JarntwoA R&
MacArthur Blvd.
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Nveiport Place Dr
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Diriviolsts
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WBirch
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Jamboree Rd/...
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ut
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Birch St
Bristol St S1
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Jouibmvp Rdllan
Jnaquln Hits Rd
OPMNAL
LEGEND
Ethernet Distribution
Gigabit Ethernet Backbone
Wireless Ethernet
Existing Twisted Pair (Ethernet)
Cat 6 Network
Drop Cable
. Amborao Rd?
Santa Baribm Df
BI'Min Ave! Bison Awn?
MacArthur Blvd Beywater
BISON AVE
MacArthur BIYLV
ut
Jamboree Rdl
t:w
Orchm'd GO
Bison Avq
cmiAltma St
Birch St
MacArthur Blvdl
UJ
UJ
Bonita Canyon Dr
—
— — — — --- — — — — — — — —
FIRE STATION #7
Jamboree Rdi
Ford Rd
gah
AggW
Icretion
NnMot], Switch
(By IT)
Jamboree Rd1qan
L — — --- — --- — --- — — — — —
J..quin Hills Rd
Jouibmvp Rdllan
Jnaquln Hits Rd
OPMNAL
LEGEND
Ethernet Distribution
Gigabit Ethernet Backbone
Wireless Ethernet
Existing Twisted Pair (Ethernet)
Cat 6 Network
Drop Cable
. Amborao Rd?
Santa Baribm Df
BI'Min Ave! Bison Awn?
MacArthur Blvd Beywater
BISON AVE
r---------------
POLICC STATION I
Network Switch
Switch (By IT)
r I —
---------------
Santa Barbara Diri
Son C401"ame Dr
MacArthur BIYLV
ut
Villa&
t:w
84son AvuXouniry
Ciub DoCalth; PI
Bison Avel
Belcouti Drr
cmiAltma St
MacArthur Blvdl
Bonita Canyon Dr
r---------------
POLICC STATION I
Network Switch
Switch (By IT)
r I —
---------------
Santa Barbara Diri
Son C401"ame Dr
IITEPJS,--,,, Gigabit Network Configuration
ITERIS'11=.-
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jarrvl:orea Rdl
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"n"ree Rde
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IITEPJS,--,,, Gigabit Network Configuration
ITERIS'11=.-
L-03
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
✓
•
Scope of Work
The City's existing twisted pair communications will be modernized to
support Ethernet communications to the Phase 2 and Phase 3 traffic signal
controllers and the CCTV cameras. The upgrades will utilize the existing
infrastructure to the maximum extent possible, and will include a possible
combination of new fiber optic cable, new wireless Ethernet radio and
existing twisted pair cable. The primary routing of new fiber optic cable will
be along Jamboree Rd. and Bison Ave. for Phase 2, and MacArthur Blvd.,
Campus Drive and Irvine Ave. for Phase 3. Phase 2 will also integrate three
of the Phase 1 signalized intersections along MacArthur Blvd., (1) MacArthur
Blvd. / Bison Ave., (2) MacArthur Blvd. / Vilaggio and (3) MacArthur Blvd. /
Bonita Canyon Dr., utilizing the existing twisted pair cable.
Phase 2 proposes the installation of new fiber optic cable in existing
conduit along Jamboree Rd. across SR -73, on Caltrans right -of -way, and
will require an encroachment permit, to be completed as part of Iteris'
design with assistance by City staff.
Phase 3 proposes the installation of new fiber in existing conduit along
Campus Dr. / Irvine Ave. across SR -73, on Caltrans right -of -way, and will
require an encroachment permit, to be completed as part of Iteris'
design with assistance by City staff.
Task 2.1: Preliminary Design
The first step in developing the PS &E package for the Traffic Signal System
Modernization 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, including 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 our understanding of the project,
the Preliminary Design Technical Memorandum efforts will focus on the
following project elements:
1. CCTV Cameras at locations listed below.
=1 Phase 2 Intersection = Phase 3 Intersection
F-7
Jamboree Rd / Eastbluff Dr -Ford Rd
_._....._. -_.. ... ... ....._...._.._..._........'
1 I
Irvine Ave - Campus Dr. I Bristol St North
-- -...
Jamboree Rd 1 MacArthur Blvd I
Bristol St South ! Birch St.
Jamboree Rd I University Dr - Easlbluff Dr
L -
Irvine Ave I Mesa Dr.
n
Jamboree Rd I San Joaquin Hills Rd
T71
Jamboree Rd/ Coast Hwy
I
W
ITERIS— -
Scope of Work
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
2. Traffic Signal Controller Modernization at the signalized
intersections listed below.
Phase 3
Phase 2 ype ID IF
Intersection ] N Intersection
--1 F—T L -J Blvd , von Kafmal
F77P!m-bo?e-RPB:n:st:oD,s --Sm--th I [:� �o-
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3 Irvine Ave/ Santa Isabel Ave
Jamboree Rd! MacArthur Blvd ASC/3
S? F
[ELI'
�4,; amboreeRd/Bayview Way ---]Fw§c/�3 lF-4T7[h!ne Ave 1UrnversilyIDr
Type
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ASC/3 t I
- -!I
astbluff Rd I University Dr 1 -1
0 PAS-C131F—r-lrvine Ave / Mesa Dr -A-_-SC/3
-------------
IL Rd U�[ 6 1 11rvine Ave / Orchard Dr I LAS I III
11ambdree / Bison Ave I I
14. LBa isJ
osn w at�Ar ve I Residoncia �
[7SCl3][14 ]rfrch St I Bristol St ! 2070E
I I I I1 11 15 J (Birch Stt Bristol StNorth 11 2070L 1
ITERIS
10
E —7F— - A!C/3
I ayview PI 1 Bristol St
2070E
ASC13
Newport Beach
Traffic Signal Modernization i
Phase 2 and Phase 3 Project
11
• •
Scope of Work
3. Upgrade the communication system to support Ethernet -based
communication from the Newport Beach TMC to the CCTV cameras
and traffic signal controllers noted above. The communication
system upgrades shall be implemented along the corridors listed
below and will include fiber optic cable, twisted pair cable, and
wireless communications.
4. Required Permits, affected agencies, and coordination issues.
ITERIS = .
-0400�-
ID
Phase 2 Corridor
Communicafions
Jamboree Road from Coast Highway to MacArthur Boulevard _�
ew fiber in existing conduit
Bison Avenue from Jamboree Road to MacArthur Boulevard I
ew fiber in existing conduit
MlmaoAfthur Blvd. from Bison Ave to Bonita Canyon Dr. (Phase 1 Exsting TWP In existing conduit
—.
ID
Phase 3 Corridor
Communicatiau
MacArthur Blvd. (ran Jamboree Rd. to Campus Dr.
New fiber in existing conduit
Birch St from MacArthur Blvd. to Von Karman Ave. I
Existing TWP in existing conduit
�3—j
Campus Drive from MacArthur Blvd. to Bristol SL S
Partiail Maintained and Operated by the City of IrvmeZ__,_
New fiber in existing conduit
oordinate with the City of Irvine _
Dove St. from Campus Dr. to Birch St.—
fisting TWP in existing ax dull
Quail Skeet from Campus Dr. to Birch St
Existing TWP in existing conduit
Bristol Street N. from Jamboree Rd. or Campus Dr. to Birch St.
Existing TWP in existing conduit
Birch St. from Bristol St. N to Bristol St. S
Existing TWP in exist ng conduit
Irvine Avenue from Bristol S to Mesa Dr.
rnduit w fiber in what will be eAstin
nduit. County to provide new
d udn widening in 200812009.
Irvine Avenue from Mesa Dr. to University Dr.
New fiber in existing conduit
10.a
Option 1: Irvine Avenue from University Dr. to Santa Isabel Dr.
Nsw wireless link
10.b
Option 2: Irvine Avenue from University Dr. to Santa Isabel Qr. ew fiber in new conduit
11 Orchard Drive from Irvine Ave. to Birch St.
New Wireless Ethernet
12
Mesa Ddve from Irvine Ave. to Fire Station 71 Acacia 1 Birch
New fiber in ex sting conduit
_
13
Bristol S from Jamboree Rd. to Bayview PI. xisting TWP in existing conduit
14 I
Bayview Place from Bristol S to Bayview Circle
ew Wireless Ethernet
4. Required Permits, affected agencies, and coordination issues.
ITERIS = .
-0400�-
E
Scope of Work
Newport Beach
Traffic Signal Modernization a. Phase 2 proposes the installation of new fiber optic cable in
Phase z and Phase 3Project existing conduit along Jamboree Rd. across SR -73, on Caltrans
right -of -way, and will require an encroachment permit, to be
completed as part of Iteris' design with assistance by City staff.
b. Phase 3 proposes the installation of new fiber in existing conduit
along Campus Dr. / Irvine Ave. across SR -73, on Caltrans right -of-
way, and will require an encroachment permit, to be completed as
part of Iteris' design with assistance by City staff.
Because the bridges over SR -73 are on Caltrans right -of -way, the
design will require an encroachment permit, to be completed as part
of Iteris' design with assistance by City staff. Iteris scope and fee to
prepare the Caltrans permits assumes that the existing conduit will be
used at both locations.
Coordination will also be required with the City of Irvine for
communication design in the vicinity of MacArthur and Campus. It is
not envisioned that Irvine will require any permits for the work to be
completed.
All other work is envisioned to be within City right -of -way.
Upon completion of the field surveys, we 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 2. City comments on
the Technical Memorandum will be incorporated into the detailed design.
The detailed design will include the following. Below is a summary of the
efforts that will support the development of the Preliminary Design.
Traffic Signal Controller Modernization
The design of the traffic signal controller upgrades will involve the
preparation of design packages for the installation of a new Model
2070L traffic signal controllers and Econolite ASC /3 traffic signal
controllers at (14) Phase 2 and (20) Phase 3 City - operated signalized
intersections. In Phase 2, the Model 2070L traffic signal controllers
will be installed in Type 332 cabinets (2 locations) and the ASC /3
traffic signal controllers will be installed in NEMA cabinets (12
locations).
The design of the traffic signal controller replacements will include
details on all necessary cabinet equipment upgrades, intersection
wiring, and communications interface. Civil engineering
improvements will be limited to the construction of new controller
cabinet foundations and cabinets where it is determined that the
ITERIS. =»
12
• 0
Scope of Work
Newport Beach
Traffic signal Modernization existing cabinets need to be replaced. This work will be detailed on
Phase 2 and Phase 3 Project the communication design plans as it is envisioned that detailed
signal plans will not be required as part of this project.
The details of the traffic signal controller modernization, including
Ethernet communication requirements, recommended upgrades,
bandwidth requirements, 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 (5) Phase 2 and
(3) Phase 3 locations. The CCTV system shall be fully compatible with
the Econolite icons® system the City will be installing. 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. If requested, Iteris can conduct an optional bucket
truck survey to aid in the site selection process (not currently included
in our cost estimate).
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.
Traffic Signal Communication Upgrades
Iteris will prepare the PS &E for the Phase 2 and Phase 3
communication system. The design of the communication system will
focus on implementing an Ethernet -based communications system to
support the Phase 2 and Phase 3 traffic signal controllers 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 existing and new conduit, new wireless
communications, and existing twisted pair cable. 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 no
ITEERIS:w
13 '�.
0
•
Scope of Work
Newport Beach
Traffic Signal Modernization existing infrastructure or the lack of spare capacity in the existing
Phase z and Phase 3 project infrastructure.
Design Reviews and Approval: It is assumed that the traffic signal controller
upgrades, CCTV, and Communications System Design 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.
The 60% submittal will also serve as the plan set distributed to the utility
companies and third party entities for identification of existing utilities. This
distribution needs to occur at the 60% level in order to adhere to the design
schedule and prevent this effort from becoming the critical path during
design. Comments received by the utilities and third party entities will be
incorporated into the 90% and final submittals.
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. However, there may be
some localized construction and other project related activities that will
require coordination with other agencies and entities. This may include
Caitrans, which will require encroachment permits for any work conducted
on Caitrans right -of -way, as well as utility companies, etc. As part of the
Preliminary Design effort, we will identify the affected agencies and
entities, any permits that may be required by these agencies or entities,
and the actions that will need to be taken both in the design and
construction portions of the project.
Deliverables: Draft and Final Preliminary Design Memorandum.
Task 2.2: 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 Technical
Memorandum, Iteris will begin the detailed design phase that will produce
the 90%, 100% and final submittals. The PS &E packages for Phase 2 and
Phase 3 will be prepared in parallel, but will be separate packages to allow
the City to bid them as separate projects.
The plans and specifications will include the traffic signal controller
upgrades, CCTV cameras, traffic signal controller cabinet, wiring and other
intersection upgrades, associated communication equipment, fiber optic,
wireless and twisted pair communications and infrastructure. The plans
ITERIS'—
14
Scope of Work
Newport Beach
Traffic Signal Modernization . and specifications will be prepared to satisfy the requirements of the
Phase z and Phase aProject ' 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.
• 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.
• Communication infrastructure, including conduit, pull boxes, etc., at
40 Scale.
• Detailed communication block diagrams for field equipment and
hardware, nodes, hubs, Police Station, Fire Station 7, and the
Newport Beach TMC.
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.
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.
Design Reviews and Approval., It is assumed that the design will be
submitted as one package, and that each submittal will be subject to
review by the City of Newport Beach. Comments from each review cycle
ITEM.
15
Scope of Work
Newport Beach
Traffic slgnaiModernization s received within the established time frames will be reviewed, discussed,
Phase 2 and Phase 3 Project { 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.
The 60% submittal will also serve as the plan set distributed to the utility
companies and third party entities for identification of existing utilities. This
distribution needs to occur at the 60% level in order to adhere to the design
schedule and prevent this effort from becoming the critical path during
design. Comments received by the utilities and third party entities will be
incorporated into the 90% and final submittals.
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.
Special Provisions: Caltrans standards and special provisions will be used
for this project. It is anticipated that there will be substantial new language
needed to address the technical nature of this project. To this end, we will
compile and review special provisions used on similar projects as a guide
to achieve consistency. Where technological revisions are needed, we will
prepare appropriate language.
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.
Deliverables: Draft and Final Preliminary Design Memorandum, and
60 %, 90 %, 100% and Final (Mylars) PS&E for Controller, CCTV and
Communication Design
ITEPJS
16
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
•
•
Scope of Work
Objective: Developed optimized coordinated signal timing plans for the
Phase I signalized intersections.
Iteris will prepare the signal timing plans as detailed in the subtasks
presented below.
Task 2.1: 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 9 key locations along Jamboree
Rd. for the Phase 2 signalized intersections and 11 key locations along
MacArthur, Campus and Irvine Ave. for the Phase 3 signalized intersections.
This data will be utilized to better understand the peaking characteristics of
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.
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 34
study intersections. Turning movement counts at two 2 -hour peak periods will
be collected. No weekend turning moving counts will be conducted.
Deliverables: Traffic Counts Technical Memorandum
Task 2.2: Field Review
As part of this subtask, Iteris will review and analyze existing information,
including as- builts, intersection geometry, traffic conditions, traffic signal
control equipment, and crash data to identify deficiencies and low -cost
improvements.
Conduct Field Reviews for Verification
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 our own 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 and pedestrian displays,
ITEWS. = ,
17 _ _
Newport Beach
Traffic Signal Modernization pedestrian push buttons.
Phase 2 and Phase 3 Project
•
Scope of Work
Traffic Signal Database Development
An important element of traffic signal management is the compilation of
current traffic signal information in a format that can be used for future
changes. It would be beneficial to develop a complete database that would
include information such as signal equipment configuration (i.e. phasing
configuration) and signal timing parameters. Most recently Iteris developed
similar databases for the Regional Transportation Commission of Northern
Nevada and Metropolitan Transportation Commission in Northern California
Deliverables: Field Review Technical Memorandum
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 and Phase 1 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 (14 Phase 2 and 20 Phase 3 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.
There will be a delay to the timing count task for Phase 3 of the project.
The County is planning on widening Irvine Avenue between Bristol Street
South and Mesa Drive. Thus the Phase 3 timing task will be delayed until
construction is completed along Irvine Avenue.
Actuated Settings Analysis
As part of this sub -task, Iteris will review actuated settings for each study
intersection to not only ensure that the existing data from the 820/820A traffic
signal controllers are transferred properly to the new controllers, but to also
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 MUTCD minimum values);
pedestrian 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
Iteris staff developed an extensive Synchro network of the City of Newport
Beach as part of the 2003 Traffic Flow Optimization project and the Phase 1
project. That network will be used as a base network for this project to save
ITERIS'
18
Scope of Work
.._ ....................
Newport Beach
Traffic signal Modernization the City funds and assist in conducting this project as efficiently as possible.
Phase 2 and phase 3 project 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 -task 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 meet 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:
— Minimum thru split with pedestrian timing = Walk + Flashing Don't
Walk + Yellow + All 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) and
pedestrian (walk and flashing don't walk) clearance times will be based
on the minimum values dictated by the California MUTCD.
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
ITERIS. -.
19
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
20
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
one value.
Scope
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be the merging of all the above factors into
3. Signal Groupings/Subsystems: A sub - system evaluation will then
be conducted. 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 contains a different group of
signals within a traffic signal system that have similar characteristics
and are located adjacent to each other. An important consideration in
subsystem control is the definition of the control area boundaries and
the groupings of the signals that will operate within those boundaries.
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, spread -out 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 Gr_ouping /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
ITERIS' _._
LJ
•
Scope of Work
Newport Beach
Traffic Signal Modernization sub - system of corridors, the optimum cycle length for each study
Phase 2 and Phase 3 project ; period will be developed. This analysis could result in operating some
of the intersections with a half - cycle.
Phase Splits, Sequence and Coordination Analysis:
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
From the above - mentioned process, traffic signal timing plans for various
times of the day will be developed. 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
icons® traffic management system and the appropriate signal controller
(ASC/3 -NEMA or 2070L). 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 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 Phase 1 activities.
If the City reconfigures its current detection settings at any of the 34 study
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.
Signal Timing Implementation
Upon approval of the final timing plans /sheets, Iteris staff will enter all data into
the controllers prior to their field installation. Upon field installation, Iteris will
work closely with Econolite to ensure the data is uploaded to the central
system.
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. Iteris will
ITERIS' =-
21
Scope of Work
Newport Beach
Traffic Signal Modernization program the new 34 controllers with all of the information developed for
Phase 2 and Phase a Project Task 3 prior to field "swapping" of the controllers. It is preferred that this
work be completed at either Iteris or the City's offices. Once the new
controllers have been installed in the field by Econolite, Iteris staff will
observe the intersection to ensure proper operation, as noted below.
Signal Timing Fine Tuning
Although modern optimization software produces excellent coordination plans,
observation and fine- tuning of the plans under field conditions is crucial to
achieving the best possible coordinated flows along the corridor. Once the
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), 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.
Dellverables: 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
ITEMS. .
22
• •
Fee Proposal
Newport Beach
Traffic Signal Modernization FEE PROPOSAL
Phase 2 and Phase 3 Project
In accordance with the information provided in our scope of work, and
based on the design and signal timing efforts completed for Phase 2 and
Phase 3, Iteris has included our detailed cost estimate in Table 1. The cost
to complete Phase 2 and Phase 3 does include the cost to prepare sheets
for Permits as required by Caltrans, and assumes that existing conduit will
be used for both the Jamboree and Irvine /Campus crossings. Iteris fee
estimate cost does not include the cost for any fees associated with the
permit process as the City will be submitting the application. Also. now the
cost of Task 3 will be reduced by $3000 if a wireless link is used along
Irvine Ave between University Dr. and Santa Isabel Ave.
Table 1: Cost Estimate
PHASE 2 TASK
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1 $2, 220
2 0
2
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31
1
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1
$6660
1
1
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12
170
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715 ifs 300
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01 10t33A 1433a30 1 M
2
$740
02 w'V►
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1 $2, 220
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2
1
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$6660
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55
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12
12
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6
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ITERTS
23
C --2A 21
AMENDMENT NO. 1
TO
PROFESSIONAL SERVICES AGREEMENT
WITH ITERIS, INC.
FOR TRAFFIC SIGNAL MODERNIZATION — PHASE 1 DESIGN
THIS AMENDMENT NO. 1 T PROFE ZONAL SERVICES AGREEMENT, entered
into this � day of �V,00 r, 2o_07 by and between the CITY OF
NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City ") and
ITERIS, INC., a Delaware Corporation whose address is 1700 Carnegie Avenue, Suite
100, Santa Ana, California, 92705 -5551, formerly located at 1515 S. Manchester
Avenue, Anaheim, CA 92802 -2907 ( "Consultant'), and is made with reference to the
following:
RECITALS
A. On January 23rd, 2007, CITY and CONSULTANT entered into a
Professional Services Agreement, hereinafter referred to as "Agreement',
for Design services for Phase 1 of the Traffic Signal System Modernization
Project, hereinafter referred to as "Project'. This Agreement is scheduled
to expire on December 31, 2007.
B. City desires to enter into this Amendment No. 1 to reflect additional
services not included in the Agreement or prior Amendments and to
extend the term of the Agreement to December 31 st, 2008.
C. City desires to compensate Consultant for additional professional services
needed for Project.
D. City and Consultant mutually desire to amend Agreement, hereinafter
referred to as "Amendment No. 1 ", as provided here below.
NOW, THEREFORE, the parties hereto agree as follows:
1. Consultant shall be compensated for services performed pursuant to this
Amendment No. 1 according to "Exhibit A" attached hereto.
2. Total additional compensation to Consultant for services performed
pursuant to this Amendment No. 1 for all work performed in accordance
with this Amendment, including all reimbursable items and subconsultant
fees, shall not exceed Four Thousand, Five Hundred Dollars and
no /100 ($4,500.00).
3. The term of the Agreement shall be extended to December 31St, 2008.
4. Except as expressly modified herein, all other provisions, terms, and
covenants set forth in Agreement shall remain unchanged and shall be in
full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on
the date first above written.
APPROVED AS TO FORM:
City Attorney
for the City of Newport Beach
ATTEST:
B � /_ '�?•
A��
LaVonne Harkless,
City Clerk __kl
Attachments
CITY OF NEWPORT BEACH,
A Municipal pgration
&(ctor of Public Works
the City of Newport Beach
CONSULTANT:
By: Z46 �P'_
(Corporate Officer)
Print Name:i,�mt'
(Financial Officer)
Print Name:,
Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
f:\users\pbw\shared\agreements\FY 06-07\ITERIS-TS Modern ization-P1-Amend 1.doc
City of Newport Beach Traffic Signal Communication Master Plan and Phase 9 PS &E Project
Controller Database Population Scope of Work
The following scope of work is intended as an addendum to the existing activities currently
occurring as part of the City of Newport Beach Traffic Signal Communication Master Plan and
Phase 1 PS &E Project.
TASK 1. TIMING SHEET DEVELOPMENT
As part of the signal timing analysis activities (Task 3), Iteris will review and develop a set of
city -wide standards for all of the various ASC /3 firmware inputs. These settings will include the
following fields in the ASC /3 database:
• Controller configuration
• Controller submenu
• Time base submenu
As part of this activfty, all pertinent settings from the existing 820 controllers will also be
transferred to the new controllers. These settings will include:
• Coordinator submenu (existing signal coordination patterns)
• Preemptor submenu (emergency vehicle preemption settings if in use by the City)
• Detector submenu (vehicle and pedestrian detection settings).
It is assumed that the City will provide Iteris full access to the existing controller database
information in order to obtain the necessary information to complete the above activities. In
addition, if the City reconfigures its current detection settings at any of the 21 study
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.
TASK 2. 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. Iteris will program the new 21 controllers with all of
the information developed as part of Task 1 prior to field "swapping" of the controllers. It is
preferred that this work be completed at either Iteris or the City's offices. Once the new
controllers have been installed in the field by Econolite, Iteris staff will observe the intersection
to ensure proper operation.
FEE
The total fee to conduct the above two task s will be $4,500.
Iteris, Inc.
Iteris, Inc. dba Meyer, Mohaddes Associates
STANDARD FEE SCHEDULE
STAFF LEVEL
Vice President/ Principal
Associate Principal/Associate Vice President
Senior Systems Engineer /Senior Program Manager
Senior Software Engineer
Senior Transportation Engineer /Planner
Software Engineer
ITS Designer
Transportation/Systems Engineer
Transportation Engineer/Planner
Field Technician
Associate Transportation Engineer/Planner
Assistant Transportation Engineer /Planner
Accounting/Financials
Technical Support/Editing
Graphics Support
Computer Aided Drafting Support
Administrative Support
Standard Terms and Conditions
HOURLY RATE
$ 180- 250
$ 160- 210
$ 120- 200
$ 130- 195
$ 130- 185
$ 75- 140
$ 100- 130
$ 110- 125
$ 90- 130
$
70- 100
$
100- 130
$ 70- 105
$ 55- 110
$ 45- 90
$ 45- 80
$ 45- 80
$ 65- 80
• Project expenses will be billed at cost plus 10 percent for service and handling. Expenses include
project - related costs, such as subcontractor services, traffic counts, postage/delivery service,
reproduction, transportation, and subsistence.
Effective through March 30, 2008.
s
PROFESSIONAL SERVICES AGREEMENT WITH
ITERIS, INC.
FOR TRAFFIC SIGNAL MODERNIZATION — PHASE 1 DESIGN
THIS AGREEMENT is made and entered into as of this Wday
2007, by and between the CITY OF NEWPORT BEACH, a M icipal Cor ration
( "City "), and ITERIS, INC a Delaware Corporation, whose address is 1515 S.
Manchester Avenue, Anaheim, California 92802 -2907 ( "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 1 of the Traffic Signal Modernization Project
C. City desires to engage Consultant to design the traffic signal communication
master plan and communication upgrades in coordination with Phase 1 of the
Traffic Signal System Upgrades Project (`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 Scott
Carlson.
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 31 day of December, 2007, 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. 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
the services shall be performed to completion in a diligent and timely manner.
The failure by Consultant to perform the services in a diligent and timely manner
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 Two Hundred, Sixty Three Thousand, Two Hundred and Fifteen
Dollars and no /100 ($263,215.00) 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:
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 Scott Carlson 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 shall be the Project Administrator and shall have the authority to act
for City under this Agreement. The Project Administrator or his/her 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:
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
0
costs) of every kind and nature whatsoever (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 the acts
or omissions of its principals, officers, agents, employees, vendors, suppliers,
consultants, 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
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
5
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, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City at all times during the term of this Agreement.
B. Signature. A person authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. 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.
D. . Coverage Reguirements.
i. Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation
Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor'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 (10 calendar days written notice of non-
payment of premium) prior to such change. The insurer shall agree
to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed
by Consultant for City.
ii. 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,
contractual liability. If commercial general liability insurance or
M
E.
0
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice the required occurrence limit.
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 occurrence.
iv. Professional Errors and Omissions Insurance. Consultant shall
maintain professional errors and omissions insurance, which
covers the services to be performed in connection with this
Agreement in the minimum amount of one million dollars
($1,000,000).
Endorsements. Each general liability and automobile liability insurance
policy shall be endorsed with the following specific language:
The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insureds with
respect to liability arising out of work performed by or on behalf of
the Consultant.
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self- insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either
party except after thirty (30) calendar days (10 calendar days
7
written notice of non - payment of premium) written notice has been
received by City.
F. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
G. 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
The parties recognize that a substantial inducement to City for entering into this
Agreement is the professional reputation, experience and competence of
Consultant. Assignments of any or all rights, duties or obligations of the
Consultant under this Agreement will be permitted only with the express written
consent of City. Consultant shall not subcontract any portion of the work to be
performed under this Agreement without the prior written authorization 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 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
M
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. COMPUTER DELIVERABLES
CADD data delivered to City shall include 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 AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with
the City's digital submission requirements for Improvement Plans. The City will
provide AutoCAD file of City Title Sheets. All written documents shall be
transmitted to City in the City's latest adopted version of Microsoft Word and
Excel.
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 authorizes in writing the release of information.
20. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his /her
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 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 of any United States' letters patent, trademark, or copyright
infringement, including costs, contained in Consultant's drawings and
specifications provided under this Agreement.
0
11
22. 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.
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 paragraph 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
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
10
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.
27. 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:
Brad Sommers, P.E.
Public Works Department
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA, 92663
Phone: 949 - 6443326
Fax: 949 -644 -3318
All notices, demands, requests or approvals from CITY to Consultant shall be
addressed to Consultant at:
Scott Carlson, P.E.
Iteris, Inc.
1515 S. Manchester Avenue
Anaheim, CA 92802 -2907
Phone: 714-758-0200
Fax: 714-780-7246
28. 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.
11
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.
29. 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.
30. WAIVER
A waiver by either parry 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.
31. 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.
32. 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.
33. 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.
12
34. AMENDMENTS
0
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.
35. 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.
36. 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.
37. 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.
13
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
o`er•— �• �—
Aaron Harp, Assistant City Attorney
for the City of Newport Beach
ATTEST:
By: Y m" /;� - z
LaVonne Harkless,
City Clerk --W&,
CITY OF NEWPORT BEACH,
CONSULTANT:
By: .�
(Corporate Officer)
Title: i'er'q"'�' /-.C,>
Print Name: fi66�f
inancial Officer)
Title: / (-.efO
Print Name: j'- &- ti/16�617�
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
f:\users\pbw\shared\agreements\fy 06-07\iteris-signal system upgrades.doc
14
PROJECT APPROACH
Iteris has prepared a detailed scope of work and schedule to ensure that the Traffic Signal
Communication Master Plan and Phase I PS &E project is completed on time, within budget, and
to the complete satisfaction to the City. Our project approach is based on the project
understanding, project issues and goals, the RFP, our depth of understanding of both ITS and
Systems Engineering, and our past experience working with the City of Newport Beach on the
2003 Traffic Flow Optimization Project which formed the basis for this current project. Iteris'
approach is divided into the following tasks:
Part A & B: Project Management
Part A — Future Traffic Signal Communications Master Plan Design
Task 1: Master Plan Design
Part B — Future Traffic Signal Communications Master Plan Design
Task 2: Traffic Signal Systems Upgrade (PS &E Package)
Task 3: Traffic Signal Timing
These tasks meet the requirements of the categories of work listed in the RFP. Figure 1
provides our proposed schedule based on our understanding of the project and the scope of
services. Our schedule has been developed to provide draft and final versions of each
submittal, plus a realistic one to two -week review period by City staff. Iteris will work with City
staff to finalize the schedule as necessary to meet any project requirements. Note that the
preparation of the signal timing plans can occur at any time during our proposed schedule. We
are recommending that the initial data collection for the signal timing effort be completed in
parallel with the Master Plan and 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 3. Implementation will be completed after
construction of the traffic signal system upgrades.
Objectives: To ensure an efficient and coordinated project development process, the
delivery of a high quality product, and deployment of the project
components within budget and on schedule.
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. Scott Carlson will serve as the Project
Manager for this project. He will be the principal contact with the City of Newport Beach and
other entities per the City's direction. Project management support consists of preparation of
monthly status reports and attendance at required meetings related to the Project. Mr. Carlson
will also be available to City staff should specific questions arise throughout the duration of the
project, or for special meetings to discuss the project with other stakeholders /neighboring
agencies. An important part of this task will involve discussions and involvement of other
stakeholders such as the City MIS and possibly Caltrans or other stakeholders as well. Below is
a summary of our proposed project management activities.
X21B"&
Page 1 of 26 January 6. 2007
EXHIBIT A
Figure 1. Proposed Schedule
Month 1 Month 2 Month
3 Month 4 Month 5
Month E�-
,:- ^;�1tW�._,YU
Ta"sk0 *Prtojecc;Management
.. -%':Fi v "y:auL.a'.�NS��':npeYYi[[ICWfd
-
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w n
PART A: FUTURE TRAFFIC SIGNAL- COFTMUNFCAT1ONOWAGrEWPLAN
OS8ION
OELIVERABLES'
7 Technical Memorandum
-,
2'-'164% Submittal
6usfing �ndafons �
S yS0%;Submittal
-
4 F,rnal Mas'ter`Aleri =
Ate-MaMa.Ana , '�
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3 O-raft POR'f
�i
7 400% PS&E .
DapfaymaYlP Pis n:.._�, .._ ,,,.. -,
5
SI ^Rnsl PSM
-
9• ITlming Plans
PARE ib TRAFFIC!81ONAL TIYINO
t
YTes "2r Traffic Signal- t -k6 61d" 4k IP_S& PackagaP'
Pieflmfnery Oe., s�Bn.Reporc,
". p,gCSViiMKL:sV_�.IYfC�.
.
- f
}
.Task43. Traffic% Signal Timing iry - �-
to
is
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i •c' ,� 8lgnel�Tmfn '
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Page 2 of 26 January 8. 2007
•1
•1
Proiect Management Methodologv
Iteris has a history of successful administration of projects. Through many years of experience,
Iteris has developed a methodology that has proven effective in measuring progress,
anticipating problems, reacting quickly to changes in the requirements, and maintaining
schedule integrity.
Iteris' project management is designed with checks and balances that have resulted in our
impressive track record of successful projects. Our project management objectives are
developed to:
Provide a complete and
comprehensive technical
description and work definition for
the entire project;
❖ Develop a viable, comprehensive
cost and schedule plan that
reflects the planned performance
of the work;
❖ Establish a comprehensive control
system that provides the
necessary status information to the
project team, the City of Newport
Beach, and Iteris management;
t*7_ a
u
Id""
Identify problem areas early and initiate corrective action;
❖ Communicate information to the City of Newport Beach on a regular and timely basis;
r,. Ensure thorough documentation through an effective Quality Assurance / Quality Control
process;
❖ Promote effective Configuration Management through the application of Systems
Engineering discipline to the development and support for the Newport Beach ITS.
Performance Monitoring
Monitoring of technical performance, schedules, and costs using a combination of automated
and manual techniques provides an early indication of any deviation from planned performance.
The earlier a deviation from the plan can be identified, the easier it is to implement the required
corrective actions. The following activities are performed:
Monitor and control performance with respect to schedule performance and analyze the
impact of delays and cost alternatives. Actual project performance is periodically
compared to planned project performance to identify deviations or areas of concern.
fo Facilitate the assessment of work progress in terms of project milestones, work
completed, percent in process, and dependence on future project tasks. The Project
Manager, Mr. Scott Carlson, will frequently hold informal discussions with individual
project personnel on specific tasks in addition to the regularly scheduled project team
meetings. In addition, a detailed project schedule will be created using MS Project,
which assists in the tracking of schedule versus percent complete.
.ZT;gitis'
Page 3 of 26 January 6, 2007
Proiect Reviews
Active and open communication between the team (including the City of Newport Beach PM) is
vital. Communication is essential to the successful outcome of any project. Iteris' primary
objective is to keep the City of Newport Beach abreast of the developments that impact the
project.
Internally, Iteris promotes open communication between the team members and the Project
Manager. The following sections describe the types of meetings and reports used to
communicate internally and externally.
Monthly Progress Report
Mr. Carlson will submit a monthly written progress report to the City of Newport Beach and Iteris
management. In this report, Mr. Carlson will discuss activities conducted during the previous
calendar month.
Typical subjects covered in this report include the following:
❖ Summary of activities during the month d• Status of subcontractors
❖ Planned activities for the next month + Status of open items
❖ Concerns or problems encountered and Status of contract variance or extra work
planned solutions requests
❖ Assignment of or changes in key personnel ❖ Closed items
da Up-to -date project schedule e3 Status of deliverables
Proiect Kick -off Meeting
Shortly after receipt of Notice to Proceed, a project kickoff meeting will take place, which will be
attended by representatives from the Iteris team, the City of Newport Beach, City MIS, and other
Stakeholder Partners as appropriate. The purpose of this meeting will be to ensure that
participants understand and support the goals and the plan to achieve them.
Proiect Team Review Meetings
One of the basic requirements for meeting the project schedule and budget is a system that
assures prompt responses to problem areas before they can give rise to insurmountable delays.
For this reason, bi- weekly internal project meetings are held in which each team member
provides a brief status of accomplishments and problems. Mr. Marc Porter, the Principal -in-
Charge for this project, will conduct these internal reviews. It is a fact- finding, problem - solving
endeavor used to keep the Project Manager and project personnel advised of the project status
concerning schedules, technical performance, trends, and existing or potential problem areas.
Proiect Status Meeting
Iteris will discuss the progress report in a joint teleconference and /or in face -to -face meetings
with the City of Newport Beach — the forum for this meeting will be at the discretion of the City of
Newport Beach Project Manager. Mr. Carlson will summarize current activities, discuss
concerns, report on milestones, evaluate future technical and financial requirements, and obtain
feedback from the City of Newport Beach. These conferences are planned to promote open
communication between the City of Newport Beach and Iteris.
Page 4 of 26 January 8, 2007
Management Review Meeting
Iteris upper -level management is committed to:
B• Maintaining a proper environment for the successful execution of the project
Providing Mr. Carlson with adequate resources
Monitoring the effectiveness of Mr. Carlson and the project team
For these reasons, internal management review meetings are held monthly for each project.
Current status is reviewed against the current project schedule and, most importantly, changes
from baselines reported in the previous management review meeting are noted.
Project Quality Assurance / Quality Control (QA/QC)
Iteris' ability to implement high - quality deliverables is a result of our adherence to a quality
assurance program that ensures accuracy, product usability, and an overall commitment to
product excellence and user satisfaction. The Iteris Project Manager ensures the team
commitment to these objectives by identifying goals at the outset of the project and monitoring
the product implementation and delivery process. We strive to improve the processes and tools
we use to provide high - quality products and services. For this project, George Gener and Glenn
Grayson will lead review of project deliverables.
Deliverables: Meeting agendas and notes, progress reports, invoices and supplemental
material as requested/required by City staff.
Objectives: To prepare a City-wide Communications Master Plan for the City's future
enhanced traffic signal system and ITS deployments.
As part of Task 1, Iteris will develop the comprehensive Master Plan for the phased deployment
of a communication system to support the City's traffic signal system and ITS devices.
Additionally, the Communications Master Plan should address the possibility of sharing
communication bandwidth with other City- departments, if appropriate. This is especially
applicable to the City of Newport Beach as the Public Works Department currently utilizes
leased -line communications maintained by the City's Management Information Systems (MIS)
department.
Iteris has proposed the subtasks summarized below to support the preparation of the Master
Plan. These tasks will create additional deliverables to those identified in the RFP. Iteris is
presenting these subtasks and deliverables based on our past experiences in preparing master
plans to ensure the preparation of a comprehensive Master Plan for the City of Newport Beach.
Task 1.1: Existing Conditions
The first step in developing a comprehensive Communications Master Plan for the City of
Newport Beach is to assess the City's existing systems. Iteris is intimately familiar with the
City's existing communications system based on our past work on the 2003 Traffic Flow
Optimization project. This experience offers Iteris with an understanding of the project
requirements, the existing interconnect, existing conditions at the signalized intersections, and
Imo~
Page 5 of 26 January S. 2007
the existing traffic management and traffic control system. Additionally, Iteris is intimately
familiar with Econolite's icons® system, which will serve at the City's new traffic signal system.
As part of Task 1, Iteris will complete the data collection for the components listed below. Each
of these components is discussed in detail in the following sections.
• Traffic Signal System
• Existing Communications Network
• Traffic Management Center
Traffic Signal System
The City's existing traffic signal system is comprised of VMS -330 central traffic signal
system to support 52 of the 87 8201820A traffic signal controllers, and 24 Type 170/170E
traffic signal controllers with no central software system support. While maintained by
Caltrans, the Coast Highway signalized intersections included five separate coordinated
systems under five different field masters.
Under this task, Iteris will inventory the City's existing traffic signal system beginning with
the inventory developed by Iteris as part of the 2003 Traffic Flow Optimization project.
The inventory will include but not limited to, the VMS -330 traffic signal software, signal
controllers, and detection system, as well as details on the existing Caltrans and
adjacent agency signals within the City area where multijurisdictional signal coordination
could be implemented.
Lastly, Iteris will detail the requirements of Econolite's icons® traffic signal system.
Although not an existing system, it will be the City's new traffic signal system and will be
a key element in the transition of the City's traffic signal system.
Existing Communication Network
The City utilizes a combination of leased line circuits, maintained by the City's MIS
department, and phone drops to communication to select signalized intersections. The
existing communication system is illustrated in Figure 2, based on Iteris' work on the
2003 Traffic Flow Optimization project. Note that this figure does not include the signal
interconnect along Coast Highway at this time.
The City's existing communications system includes four leased T1 line connections "in
the field" and a leased T1 connection at the Newport Beach City Hall. This leased
communication system supports the City's area wide communication system, which
includes communication between City facilities (phone, computer network, etc.) and the
City's traffic signal system. In 2003, the City was planning to implement two additional
leased T1 connections, one at Ridge Park Road and Newport Coast Drive, and one at
Irvine Avenue near Mesa Drive. A T1 connection supports a data rate of 1.544 Mbps,
and according to City staff, the current T1 connection at the City Hall is at full capacity.
The City's communication system also includes four existing phone drops that support
dial up communications between the VMS -330 system and select signalized
intersections. Dial up connections can support communication rates up to 55 Kbps, but
generally operate at a baud rate from 1200 to 9600. The phone drops only support
Sa'�1us
Page 6 of 26 January 8, 2007
communications for the VMS -330 system and are not used as part of the City's overall
communication system. In 2003, the City also has identified five planned phone drop
locations to be implemented in future.
Under this task, Iteris will inventory the City's existing communication network. This
inventory will include an assessment of oonduiUcable size and location, the capacity of
the leased line circuits, and the phone drop locations and available bandwidth. The
inventory of the existing conditions, opportunities and needs will be documented in the
alternatives analysis that will be used in later phases of the project, and will provide input
to the Master Plan.
Traffic Management Center
The existing TMC is located at the City Hall and supports the operation of the City's
VMS -330 traffic signal system, where Iteris assisted in the TMC layout as part of the
2003 Traffic Flow Optimization project. Beginning with the details prepared as part of the
2003 Traffic Flow Optimization project, Iteris will complete a detailed inventory of the
existing TMC. This will include architectural elements (floor plan, electrical and
mechanical systems for the space, etc.), identification of existing traffic-related
equipment and current wiring diagram, and other associated elements. Iteris will
develop an existing conditions base plan that will describe the existing space in detail.
Once this plan is developed, it will be used in later phases of the project, and will provide
the base plan for upgrades to the existing TMC, to be completed as part of the
Preliminary Design Report in Task 2. This is a crucial element of this project because the
TMC will serve as the nerve center for the City's traffic management operations.
Additionally, if information is available on the footprint area for the new TMC, Iteris will
also develop a conceptual plan for the City's new TMC as part of the Master Plan.
Under this effort, Iteris will coordinate with City officials and the architectural firm, if
applicable, to ensure the space allocated for the new TMC will not only meet the City's
future needs as the City deploys future ITS strategies. This effort will result in the
conceptual plan that will be used in later phases of the project, and will provide input to
the Master Plan.
Lastly, it is vital that any communications system detailed in the Master Plan facilitate the
relocation of the Newport Beach TMC to the new location. The Newport Beach TMC will
serve as one of the communication hubs and the Master Plan must address the
transition of this TMC hub from the old to the new TMC.
4TBRI&
Page 7 of 26 January 8, 2007
Figure 2: Newport Beach PS&E Study Area
ngton Beach
'55)
Costa Mesa
Legend:
Existing Twisted Pair Communications
Newport Beach
Existing Communications
I7�3ZtI.5.
Page 8 of 26 Jant . `f 8 2007
� •J
Ak
Iteris will collect the existing traffic infrastructure information through a series of activities,
including interviews with City traffic engineering staff, review of signal interconnect / signal
system documentation, applicable GIS files, and field reviews. The existing conditions will be
documented in a technical memorandum that details the existing traffic infrastructure. The
technical memorandum will include a spread sheet database that provides a detailed inventory
of the existing traffic infrastructure. Iteris will also take the City's existing GIS base files and
update the layers that include the traffic infrastructure /network; Iteris conducted this work as part
of the 2003 Traffic Flow Optimization project. The information collected will be utilized as the
starting point for developing the Master Plan while ensuring that the City's traffic signal system
inventory is up to date in the City's GIS database.
While this task focuses on the existing traffic communications infrastructure, it should be noted
that there are additional elements that may be applicable to the development of the Master
Plan. An optional effort that the City can elect to include in the Master Plan is the inclusion of
other City departments in the communications system requirements, such as the Police
Department and emergency management operations. Although these are non - traffic elements,
they should be addressed as part of the Communications Master Plan. These items will be
assessed and detailed as part of the Alternatives Analysis task.
Deliverables: Existing Conditions Technical Memorandum
Task 1.2: Alternatives Analysis
In support of this task, Iteris will conduct an analysis of transportation management needs for
Newport Beach that identifies project stakeholders, determines the City's transportation
management needs, defines transportation management solutions and develops practical
communications and ITS projects for the City.
Stakeholder Identification and Coordination
The City of Newport Beach, Public Works Department will be the lead stakeholder for
the Communications Master Plan. A second stakeholder that will require coordination
and input will by the City's MIS department, which maintains the City's leased line
circuits and the City's WAN. At a minimum, the MIS department will provide input into
the hardware and operational requirements of the communication system where the
leased line circuits are to be used. It may be possible to plan a communication system
that would provide Ethernet -based communications for both the traffic signal system and
the City's WAN; several agencies have begun to realize the benefits of sharing
bandwidth between City departments.
In addition to the Newport Beach stakeholders, there may be additional stakeholders
that, such as adjacent cities that could define some of the City's communications needs.
Many local agencies have or are planning to provide coordination between boundary
signalized intersections, and even share traffic data, which requires a communication
link between agency signals or agency TMCs.
The Stakeholders Identification will be summarized in the Alternatives Analysis
Technical Memorandum and will support preparation of the Master Plan.
Page 9 of 26 January 6.2007
Needs Identification
Using the findings from the Existing Conditions and project stakeholders, Iteris will
prepare a technical memorandum outlining the traffic signal communication and overall
ITS goals and objectives for Newport Beach. We will then compare these goals and
objectives with the existing conditions to determine the communication needs. The
needs will be categorized along the following lines:
• Communications Infrastructure (DSL, dial -up modem lines, fiber optics, wireless,
Ethernet communications, serial based communications)
• Transportation System Management (TOC elements, traffic controller hardware,
software and firmware, detection, cabinets, C CTV, CMS, and other field devices)
• Traffic Operations (corridors in need of attention)
• ITS Planning & Institutional Opportunities (cooperative agreements, public- private
partnerships)
• Level of service goals for traffic, which may vary by location based upon public
expectations, constraints, etc.
The Needs Assessment will be summarized in the Alternatives Analysis Technical
Memorandum and will support preparation of the Master Plan.
Deployment Strategies
The primary focus of the Communications Master Plan will be to upgrade the
communications for the traffic signal controllers. However, it is necessary to address the
deployment of additional ITS strategies such as additional CCTV cameras to ensure that
the communication system provides the necessary bandwidth for the long -term
operations of the City's traffic management system. In general, the potential
communication and ITS applications created in response to the needs of Newport Beach
can essentially be grouped into three main ITS categories listed below.
Advanced Transportation Management Systems (ATMS)
Advanced Traveler Information Systems (ATIS)
Systems Integration (both internal to the City as well as with surrounding
agencies).
The application of the ATMS is generally considered one of the more robust areas of ITS
design and deployment as it is very mature in terms of both number of deployments and
its characteristics. ATMS can be as basic as the deployment of a simple traffic signal
control system to as complex as an integrated area -wide system, which includes
roadway surveillance, and data/video /control sharing among several agencies.
Some of the key ATMS elements include:
• Traffic Management Center
• Traffic Signal System
• Video Surveillance (CCTV cameras)
• Detection
• Coordinated Traffic Signal Timing
ZZ1.6"s
Page 10 of 26 January 6, 2007
An ATIS disseminates transportation- related information to the traveling public. The
method of dissemination can range across several different media including both
agency -owned devices (e.g., DMS) as well as privately operated services (i.e., radio
reports, Internet web sites, news media, etc.). The information is typically distributed in
one of two ways; pre -trip information or en -route information. Pre -trip traveler
information is meant to capture people prior to beginning their trip (either locally or
regionally). Some of the key ATIS elements include:
• Variable Message Signs (also known as Dynamic or Changeable Message
Signs)
• Traffic websites
• Media Services (Television broadcasts)
• Information Displays such as kiosks
511 or dial -in systems
System integration is likely the most important component of any ITS deployment,
because without it both the system manager and user will typically only receive a portion
of the intended and desired system -wide benefits. System integration brings the "pieces
of the puzzle" together to form a composite picture of the current conditions, and
disseminates that information to the proper recipient.
A component of systems integration is the communications between the field elements
and the communication hubs and the Newport Beach TMC. Typically, the
communication system is the single most costly element of an agency's ITS.
Communication systems can be comprised of fiber optic cable, twisted pair cable,
wireless communications or leased line communications. With proper planning, it is
possible to share the cost to deploy a communication system with other departments
within an agency, with other agencies, or with private entities such as telecomm
companies.
Using the Stakeholders and Assessment of Needs Identification previously developed,
Iteris will define the ITS strategies that provide the optimum solutions to the
transportation management issues in Newport Beach. Equally important to identifying
the ITS strategies will be leveraging the existing infrastructure to the extent possible and
reducing the overall deployment costs.
The ITS Strategies will be summarized in the Alternatives Analysis Technical
Memorandum and will support preparation of the Master Plan.
Deliverables: Alternatives Analysis Technical Memorandum
�� Page 11 of 26 January 8, 2007
Task 1.3: Deployment Strategy
The previous tasks focused on identifying the existing transportation system and alternatives
analysis. In support of Task 1.3, Iteris will develop a series of projects that address the
communications and ITS needs of Newport Bach and the project stakeholders. The first phase
of the Master Plan will be the Phase I project as defined in Task 2 of this proposal, based on the
requirements of the RFP.
The Master Plan projects will focus on the following:
• Utilize the existing and planned infrastructure to the extent possible
• Identify and quantity the deployment of new systems
• Address "gaps" in the existing systems
• Develop deployment costs for the corresponding projects
• Identify operations and maintenance costs for the corresponding projects
• Detail roles and responsibilities of the various stakeholders for the corresponding
projects
The list of ITS projects will be organized into a logical order that may require some projects to
be listed chronologically based on any dependency or relationship between projects. In some
cases, there may not be a relationship between projects. However, some early projects may
serve as the foundation for future projects. In these cases, it is important to list the relationships
between projects so stakeholders understand that Project C needs to be deployed prior to
Project X.
It is also important that the projects adhere to the City's design standards, specifically with
regards to traffic signals. The City follows Caltrans and Newport Beach standards, including
Caltrans 2006 standards, Pubic Works Construction (2003) and City standards. It is important
that the Master Plan identify and comply with these applicable standards. This extends beyond
traffic elements to include items such as GIS since it is proposed by Iteris will develop the maps
for this project using the City's GIS base maps.
The list of projects will be summarized in a Communications System Deployment Plan Report
that will be submitted to Newport Beach in draft form. This report will serve as the 60% Master
Plan submittal in accordance with the RFP, and will incorporate both the content and City
comments on the Existing Conditions and Alternatives Analysis Technical Memorandums
previous submitted to the City. Iteris will also conduct a Workshop to present the
Communications System Deployment Plan Report. Client comments received will be
incorporated into the Master Plan to be prepared in Task 1.4.
Deliverables: Communications System Deployment Plan Report (60% submittal)
ITB"&
Page 12 of 26 January B, 2007
Task 1.4: Master Plan
All the activities of this project to develop the Newport Beach Communications Master Plan will
come together in this task. The Technical Memorandums and Reports from the previous tasks
will collectively be compiled to create the Newport Beach Future Traffic Signals
Communications Master Plan that details the phased deployment of a communications system,
traffic signal system upgrades and other ITS strategies as appropriate. A key element of this
task will be to create a prioritized ranking of the recommended projects identified in Task 1.3
based upon needs, project cost, availability of existing infrastructure, level of service goals, and
project duration and schedule. This document will discuss design alternatives as well as
staging techniques to allow the City to achieve its final goal — deployment of a fully implemented
traffic management system from the Newport Beach TMC. The Plan will include the following
elements:
• Prioritized listing of projects
• Cost estimates associated with each project
• Schedule and Critical Path for the deployment of the projects
• Summary matrix of projects by priority and implementation schedule
• Capital improvements and associated costs
• Operations and maintenance costs
• Interagency coordination issues
• Multi - jurisdictional coordination issues
• Identify a transition plan
Key to the success of the Master Plan will be the development of an investment strategy to fund
and implement the projects detailed in the Master Plan. Identifying possible funding
opportunities, such as Measure M funding that was just renewed in the November 2006
elections, and preparing a strategy to pursue funding is key to the success of any Master Plan.
The funding opportunities should not only address the capital cost of the projects, but also the
operations and maintenance costs of the systems deployed. As part of this task, Iteris will set
the stage financially for the Master Plan.
Possible funding sources include:
• Traffic impact fees
• General funds
• Public/private partnerships; and
• Resource sharing with public agencies external to the transportation agency
• National Highway System (NHS)
• Surface Transportation Program (STP)
• Congestion Mitigation and Air Quality Improvement Program (CMAQ)
• SAFETEA -LU
• ITS Integration
• Caltrans STIP
• Developer Fees
Page 13 of 26 January 8, 2007
The Master Plan will be summarized in draft and final form. Iteris will conduct a Workshop to
present the Master Plan in draft form (90% submittal). Client comments received will be
incorporated into the final Master Plan (final submittal).
The Master Plan will be a living document that will provide Newport Beach with a long -term,
prioritized deployment plan to implement, operate and maintain the communications system and
ITS strategies to improve transportation management and public safety for years to come.
Deliverables: Draft Newport Beach Future Traffic Signals Communications Master Plan
(90% submittal)
Final Newport Beach Future Traffic Signals Communications Master Plan
Objectives: To prepare PS &E design packages for Phase i of the Communications
Master Plan that includes an upgrade of the City's traffic signal controllers
at 24 City- operated signalized intersections, the implementation of 2 new
CCTV cameras, and the required upgrades to the communications system.
This task will focus on the upgrade of the City's VMS 330 traffic signal system to the icons®
traffic signal system at the Phase I signalized intersections as detailed in the Master Plan. The
output of this task will be detailed Plans, Specifications, and Estimate (PS &E) for the system
elements listed below.
1. Traffic Signal Controllers: Model 2070L and Econolite ASC 13 traffic signal controllers at
21 City- operated signalized intersections. The Model 2070L controllers shall be installed
in Type 332 cabinets while the ASC /3 controllers will be installed in NEMA cabinets.
The controllers will utilize Ethernet communications to the Newport Beach TMC. It is
envisioned that the existing controller cabinets will be utilized, but select cabinets may
require upgrades based on the condition of the cabinets.
2. CCTV Surveillance Cameras: CCTV cameras will be installed at 2 locations; MacArthur
Boulevard /San Miguel Drive and MacArthur Boulevard/Vilaggio. The CCTV cameras will
utilize Ethernet communications to the Newport Beach TMC.
3. Traffic Signal Communications Upgrade: The City's existing twisted pair
communications will be upgraded as required 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 may include fiber optic
communications, wireless communications, and twisted pair cable. The existing
communications infrastructure will be utilized to the extent possible.
4. Main Library Communication Upgrade: Communication equipment to provide
connectivity of the upgraded traffic signals to the City's wide -area network (WAN).
5. TMC Upgrades: The City's existing TMC will require upgrades to include such items as
a new console, video wall, communications equipment, etc.
Page 14 of 26 January 8, 2007
Task 2.1: Preliminary Design
The first step in developing the PS &E package for the Traffic Signal System OF
prepare a preliminary design report (PDR) that both qualifies and quantifies
elements. This effort will be completed in parallel with the preparation of the Master
Under this task Iteris will detail the design of the signal system upgrades. CCTV camera design,
and communication infrastructure to support the overall project. Iteris has designed, deployed,
and integrated several systems similar to this. and will be able to complete this effort as
efficiently and effectively as possible Based on the proposed scope of work and our
understanding of the project, the PDR efforts will focus on the following project elements:
MacArthur Blvd/San Miguel Drive
MacArthur BNdMlaggio
Upgraded Traffic Signal Controllers at 21
ID
Intersection
Type
0701_
(MacArthur Blvd / Bison Avenue
ASC/3
2
MacArthur Blvd / vlaggio
ASC /3
14— 3
MacArthur Blvd / Ford RD- Bonita Canyon
Dr ASC/3
I
MacArthur Blvd / San Joaquin Hills Rd
Awn
�
I "
San Miguel Dr / San Joaquin Hills Rd
ASC /3
�
F-6
Avocado Ave / San Miguel Dr
ASC /3
MacArthur Blvd / San Miguel Dr
ASC/3
F8
Avocado Ave / Farallon Dr
ASC /3
Avocado Ave / Corona Del M ar Plaza
ASC /3
10
Coast Hwy / Jamboree Rd
2070L
11
Coast Hwy / Irvine Ter
2070L
2070L
Coast Hwy / Avocado Ave
R070L
Coast Hwy / MacArthur Blvd
0701_
Coast Hwy / Goldenrod Ave
0701_
January 8, 2007
r-I
ID
Intersection
Type
16
Coast Hwy / Marguerite Ave
570L
17
Coast Hwy / Poppy Ave
2070L
18
Coast Hw / Morni- n Canyon Rd _
y g
2070E
f19
Coast Hwy 1 Cameo Shores Rd -Cameo
2070L
.;Highland Dr
20
Coast Hwy / Pelican Point Dr
2070L
21
16 oast Hwy / Newport Coast Dr
2070L
3. Upgrade the communication system to support Ethernet -based communication from the
Newport Beach TMC to the CCTV cameras and traffic signal controllers noted above, via
the Main Library communication hub. The communication system upgrades shall be
implemented along the corridors listed below and may include fiber optic cable, wireless
communications, twisted pair cable, or other communications mediums, as detailed in
the Master Plan (Task 1).
W
ID
Intersection _
I ' —
MacArthur Blvd from Bison Avenue to San M iguel Drive
2
San Miguel Drive from San Joaquin Hills Road to Avocado
Avenue
I
vocado Avenue from San Miguel Drive to the Main Library
4
5 __Coast
vocado Avenue from the Main Library to Coast Highway
Highway from Jamboree Road to Newport Coast Drive
4. Required Permits, affected agencies, and coordination issues
Upon completion of the field surveys, we will prepare a draft and final PDR for review by the
City. The final PDR will serve as a basis for the project design to be completed in subsequent
Task 2 subtasks. Elements of the PDR will also be included in the Communication Master Plan.
Below is a summary of the efforts that will support the development of the PDR.
Traffic Signal Controller Upgrades
The design of the traffic signal controller upgrades will involve the preparation of design
packages for the installation of a new Model 2070L traffic signal controllers and
Econolite ASC /3 traffic signal controllers at 21 City - operated signalized intersections.
The Model 2070L traffic signal controllers will be installed in Type 332 cabinets and the
ASC /3 traffic signal controllers will be installed in NEMA cabinets.
"B"&
Page 16 of 26 January 8, 2007
The design of the traffic signal controller upgrades will include details on all necessary
cabinet equipment upgrades, intersection wiring, and communications interface. 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 the communication design plans as it is
envisioned that detailed signal plans will not be required as part of this project.
The design of the traffic signal controller upgrades should also address additional
intersection issues that could improve overall operations. As part of the 2003 Traffic
Flow Optimization Project, Iteris had identified some possible solutions to the queuing
problems at both San Miguel Drive & MacArthur Boulevard and San Miguel Drive &
Avocado Avenue. As identified in this past project, most of the queuing problems on this
link are caused by the geometric design of the intersections. Both the eastbound left
turn lane at MacArthur Boulevard and the westbound left turn lane at Avocado Avenue
are dual left turns. Despite the dual left turns, there is insufficient storage distance for
left turn pockets between Avocado Avenue and MacArthur Boulevard on San Miguel
Drive.
As part of the 2003 Traffic Flow Optimization Project, three recommendations were
made to alleviate the queuing issues at these two intersections. These
recommendations would be explored in detail as part of this project and the appropriate
design could be conducted as an optional task The three alternatives included:
Queue detection alternative — Install queue detectors at the end of the left turn bays
for both eastbound and westbound left turns. This would effectively Flush that
particular movement. When the queue detector cleared, normal operation would
resume. If the queue detector was not active, all phases would be served in normal
sequence. The operation would be similar to a lower priority rail track clearance.
2. Interconnect between Avocado Avenue and MacArthur Boulevard on San Miguel
Drive — Install interconnect to allow coordination between the two intersections.
Install one controller that would control both intersections of San Miguel Drive at
Avocado Avenue, and San Miguel Drive at MacArthur Boulevard. One controller
could conceivably handle both intersections, but a minimum of 16 phases and four
rings would be required. This would provide very tight control of coordination during
the peak hours.
The details of the traffic signal controller upgrades, including Ethernet communication
requirements, recommended upgrades, bandwidth requirements, and integration with
the new traffic signal system, and other possible intersection upgrades, will be
incorporated into the Preliminary Design Report, a deliverable of Task 2.
CCTV Cameras
The design of the CCTV cameras will involve the preparation of PS &E package for the
installation of new CCTV cameras at two locations. The CCTV system shall be fully
compatible with the Econolite icons® system the City will be installing. The design will
include details on all necessary cabinet equipment upgrades, intersection wiring, and
Page 17 of 26 January 8. 2007
communications interface Civil engineering improvements will be limited to the
installation of CCTV cameras on existing poles. As illustrated below, both intersections
offer unobstructed views of the intersection and it is envisioned that the placement of the
CCTV camera can be determined based on an at -grade site inspection. If requested,
Iteris can conduct an optional bucket truck survey to aid in the site selection process (not
currently included in our cost estimate).
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
Traffic Signal Communication Upgrades
Based on the details of the Master Plan prepared as part of Task 1, Iteris will prepare the
PS &E for the Phase I communication system. The design of the communication system
will focus on implementing an Ethernet -based communications system to support the
Phase I traffic signal controllers and CCTV cameras while serving as a foundation for the
expansion of the communication system to other corridors and signalized intersections
over time. as detailed in the Master Plan.
As detailed in the Master Plan, the design of the communication system may include
fiber optic cable, wireless communications. twisted pair cable, or other communication
mediums. 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 no existing infrastructure or the lack of spare
capacity in the existing infrastructure.
Main Library Communication Upgrades
Based on the details of the Communication Master plan in Task 1. Iteris will prepare the
PS &E for the Main Library communications system. The design of the communication
system will expand on field communication upgrades to the 21 intersections and will
upgrade equipment necessary to connect the 21 intersections to the City's WAN. Iteris
will meet and coordinate with the City's MIS Department to ensure proper integration.
ITLKJS --
�� c:.. January 8, 2007
TMC Upgrades
Based on the details of the Communication Master plan in Task 1, Iteris will prepare
functional specifications for the upgrade of the existing Newport Beach TMC to
accommodate the upgrade of the traffic signal system and implementation of CCTV
cameras. The functional specifications will include information including layout of he
proposed improvements, equipment list, software requirements, and construction
modifications, to upgrade the TMC. This work does not include the actual
implementation or integration of the TMC upgrades. However, that work could be added
to Iteris' scope of work and budget as an addendum, at the City's discretion.
Design Reviews and Approval: It is assumed that the traffic signal controller upgrades, CCTV,
and Communications System Design 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.
The 60% submittal will also serve as the plan set distributed to the utility companies and third
party entities for identification of existing utilities. This distribution needs to occur at the 60%
level in order to adhere to the design schedule and prevent this effort from becoming the critical
path during design. Comments received by the utilities and third party entities will be
incorporated into the 90% and final submittals.
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. However, there may be some localized construction and other project
related activities that will require coordination with other agencies and entities. This may include
Caltrans, which will require encroachment permits for any work conducted on Caltrans right -of-
way, as well as utility companies, railroads, etc. As part of the PDR effort, we will identify the
affected agencies and entities, any permits that may be required by these agencies or entities,
and the actions that will need to be taken both in the design and construction portions of the
project.
Deliverables: Draft and Final Preliminary Design Report.
Task 2.2: Detailed Design
Once the details of the project elements have been identified and agreed upon by the City in the
form of the final PDR, Iteris will begin the detailed design phase that will produce the 60 %, 90 %,
100% and final submittals. The plans and specifications will include the traffic signal controller
upgrades, CCTV cameras, traffic signal controller cabinet, wiring and other intersection
upgrades, associated communication equipment, fiber optic, wireless 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:
a CCTV site plans at 20- scale.
Page 19 of 26 January 8, 2007
• 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.
• Cabinet detail for the installation of CCTV hardware, new traffic signal controllers, and
communication hardware in traffic signal controller cabinets.
• Communication infrastructure. including conduit, pull boxes, etc., at 40 Scale.
• Detailed communication block diagrams for field equipment and hardware, nodes, hubs,
Main Library, and the Newport Beach TMC.
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.
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.
Design Reviews and Approval: It is assumed that the design will be submitted as one
package, and that each submittal will be subject to review by the City of Newport Beach.
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.
The 60% submittal will also serve as the plan set distributed to the utility companies and third
party entities for identification of existing utilities. This distribution needs to occur at the 60%
level in order to adhere to the design schedule and prevent this effort from becoming the critical
path during design Comments received by the utilities and third party entities will be
incorporated into the 90% and final submittals.
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.
177FRIS _
—��—
Page 20 of 26 January 8. 2007
Special Provisions: Caltrans standards and special provisions will be used for this project. It is
anticipated that there will be substantial new language needed to address the technical nature
of this project. To this end, we will compile and review special provisions used on similar
Projects as a guide to achieve consistency. Where technological revisions are needed, we will
Prepare appropriate language.
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.
Deliverables: Draft and Final Preliminary Design Report, and 60 %, 90 %, 100% and Final
(Mylars) PS &E for Controller Upgrade, CCTV and Communication Design
Objective: Developed optimized coordinated signal timing plans for the Phase I
signalized intersections.
In 2003, as part of the
doing business as Mey
the entire City. Th
figure below provides a
snap shot of the Synchro
network developed by
Iteris for that project.
The lessons learned
from the 2003 project will
assist our team to hit the
ground running.
Traffic Flow Optimization Project for the City of Newport Beach, Iteris,
er, Mohaddes Associates, developed optimized signal timing plans for
e
The two study corridors
of MacArthur Boulevard
and Coast Highway
Provide a number of
operational challenges.
A summary of some of
these challenges that will
need to be considered is
provided below:
a San Miguel Drive at MacArthur Boulevard and Avocado Avenue:
The closely spaced signalized intersections of San Miguel Drive at MacArthur Boulevard
and at Avocado Avenue present challenges to efficient intersection operation. Heavy
volumes in the AM and PM peak and the predominant paths the vehicles take result in
Page 21 of 26 January 8, 2007
queuing problems. Based on the solution determined in the PDR and what is designed in
the PS &E component of the project, appropriate signal timing plans will need to be
developed.
• Closely Spaced intersections along Coast Highway
• Offset "T" intersection of Goldenrod Avenue at Coast Highway
• Heavy pedestrian activity, especially during the midday and PM peak periods along Coast
Highway
Task 3 to prepare the signal timing plans will be completed in three subtasks presented below.
Task 3.1: 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 10 key locations along MacArthur Boulevard and
Coast Highway. This data will be utilized to better understand the peaking characteristics of
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 along MacArthur Boulevard and Coast Highway (i.e. weekends, off -peak weekday
periods).
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 21 study intersections. Turning
movement counts at two 2 -hour peak periods will be collected to support the need for weekend
signal coordination along Coast Highway (12 signalized intersections) and the following six
intersections in close proximity of Coast Highway:
• MacArthur Blvd / San Joaquin Hills Rd
• San Miguel Dr/ San Joaquin Hil Is Rd
• Avocado Ave / San Miguel Dr
• MacArthur Blvd / San Miguel Dr
Avocado Ave / Farallon Dr
• Avocado Ave / Corona Del M ar Plaza
The exact day (Saturday and /or Sunday) and the time period will be determined based on the
results of the ADT counts.
Deliverables: Traffic Counts Technical Memorandum
Task 3,2: Field Review
As part of this subtask, Iteris will review and analyze existing information, including as- builts,
intersection geometry, traffic conditions, traffic signal control equipment, and crash data to
identify deficiencies and low -cost improvements.
Apa Page 22 of 26 January 8, 2007
Conduct Field Reviews for Verification
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 our own 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 and pedestrian displays, pedestrian push buttons.
Traffic Signal Database Development
An important element of traffic signal management is the compilation of current traffic signal
information in a format that can be used for future changes. It would be beneficial to develop a
complete database that would include information such as signal equipment configuration (i.e.
phasing configuration) and signal timing parameters. Most recently Iteris developed similar
databases for the Regional Transportation Commission of Northern Nevada and Metropolitan
Transportation Commission in Northern California
Deliverables: Field Review Technical Memorandum
Task 3.3: Sional Timina 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, 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 (21
intersections). In addition, two plans will be developed for weekend operation along Coast
Highway and the six intersections in close proximity of Coast Highway. Optimized signal timing
plans will be developed for each study intersection. 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.
Actuated Settings Analysis
As part of this sub -task, Iteris will review actuated settings for each study intersection to not only
ensure that the existing data from the 820/820A traffic signal controllers are transferred properly
to the new controllers, but to also 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 MUTCD minimum values); pedestrian 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
Iteris staff developed an extensive Synchro network of the City of Newport Beach as part of the
2003 Traffic Flow Optimization 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
Page 23 of 26 January 8, 2007
sub -task 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
f. Minimum Cycle Length: Depending on the level of pedestrian activity, the need to
meet 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:
Minimum thru split with pedestrian timing = Walk + Flashing Don't Walk + Yellow
+ All 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) and pedestrian ('walk and
flashing don't walk) clearance times will be based on the minimum values dictated by the
California MUTCD.
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 gQinn 6rW h,W 6.110 Mm0on a, MtA
level of service, and approach delay I
per movement for each intersection MW GW-On s
IYtlM I r--6ar to pp.
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.
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3 Signal Groupings/Subsystems: A sub - system evaluation will then be conducted.
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 (i.e. Jamboree Road), 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 contains a different group of signals within a
traffic signal system that have similar characteristics and are located adjacent to each
other. An important consideration in subsystem control is the definition of the control
area boundaries and the groupings of the signals that will operate within those
boundaries. 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 each subsystem. With the successful implementation of
proper geographical subsystems and timing plans, spread -out 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. Potential signal groupings could
be:
1. MacArthur Boulevard between Bison Avenue and Ford Road
2. MacArthur Boulevard at San Joaquin Hill Road and San Miguel Drive, San
Miguel Drive at San Joaquin Hill Road, and Avocado Avenue at San Miguel Drive
and Farallon Drive
3. Coast Highway between Avocado Avenue and Newport Coast Drive
4. Coast Highway between Newport Center Drive and Jamboree Road
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:
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
From the above- mentioned process, traffic signal timing plans for various times of the day will
be developed. The new timing plans will be submitted to City staff for their review and approval.
ITBXI&
Page 25 of 26 January 8, 2007
Timing sheets (in the appropriate signal controller format) will accompany the brief technical
report presented to the City for review. The format will be easily integrated into the icons® traffic
management system and the appropriate signal controller (ASC /3 -NEMA or 2070L).
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.
It should be noted that the timing sheets developed for the City will not only include the
coordination parameters, but will also include all pertinent data required for the controller
swapping (from 820A to ASC /3 -NEMA or 2070L). Iteris is regularly in charge of transferring all
data from older to new controllers and has recently completed such an exercise for the City of
Mission Viejo and the City of Fountain Valley.
Signal Timing Implementation
Upon approval of the final timing plans/sheets, Iteris staff will enter all data into the controllers
prior to their field installation. Upon field installation, Iteris will work closely with Econolite to
ensure the data is uploaded to the central system. It should be noted that it is assumed that
Iteris will not be responsible for the population of the new controller databases. Iteris will only
input coordination related data into the new controllers.
Signal Timing Fine Tuning
Although modem optimization software produces excellent coordination plans, observation and
fine- tuning of the plans under field conditions is crucial to achieving the best possible
coordinated flows along the corridor. Once the 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), 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.
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
rrsnrs
Page 26 of 26 January 8, 2007
1r1
X
S
Ct7
Cc1
City of Newport Beach
Master Plan & Phase I design
Iteris Cost Estimate
Date: January 8, 2007
TASK
2006 Rate
Task 0 P t Mena merit p months)
Staff
HOURS
TOTAL
TOTAL
COST
to
e E m m
e
g m
0
i m
m
R V
v in°
.
=L u
L '
o
d
W
N
10.
o m
o
_
$Ism
5195n
su ,+ o
=
8
0
0
0
0
0
22
78
510 420
0.1
Kidoll M eeting I1 lotap
2
640
0.2
Protect Status Meetings
4
16
$2.560
0.3
Protect Management/Admim straave Activises
41
1
1 1 _ 1 221_ 60 $7,860
Plan Deal n
Part A: Future Traffic
Signal Communications Master
Tank1
Master Plan
0
20
20
105
0
0
226
0
410
$47,550
1 J
Existing Conditions
8
8
20
30
70
$8,680
1.2
Altematnes Analysis
H6H
4
2
15
60
101
$11,880
1.3
Deployment Strategy
4
10
30
75
129
$14,990
1.4
Master Plan
4
40
60
110
$12.000
Part 6: Traffic Signal S stem Upgrades
Task 2
Trii Signs[ System Upgrade (PS&
75
01
12
0
66
210
220
0
586
0
111671
$133,735
2.1
Preliminary Design Report
25
1
15
501
60
110
260
$30.325
2.2
Detailed Design
50
12
50
160
160
475
907
$103.410
Task 3
Tnf c Signal Timing
0
0
18
83
0
92
0
92
170
455
$63,760
3.1
Data Collection
4
14
14
36
d282
68
$7.320
3.2
Field Review
4
16
16
36
7
$7.760
3.3
Signal Timing Optimization and Implementation
18
75
62
62
98
315
$38,680
Total Hours Labor
151
10
70
111
85
407
220
92
980
2108
Total Labor
ODCs
ADT Counts (10 locations)
$245,46
$2,500
$1,000
Turning Movement Counts (21 Loorations/3 weekday 8 2 weekend periods)
$14,250
Total Pro act Cost
$263,21
•
Fax #: db •
CERTIFICATE OF INSURANCE
CHECKLIST
City of Newport Beach
This checklist is comprised of requirements as outlined by the City of Newport Beach.
Date Received: 02 -07 -07
Dept. /Contact Received From: Shaun
Date Completed: 2 -16 -07 Sent to: Shaun Oyler By: April Walker
Company /Person required to have certificate: Iteris Inc.
I. GENERAL LIABILITY
A.
INSURANCE COMPANY: Illinois Union Ins. Co.
B.
AM BEST RATING (A: VII or greater): A+ XV
C.
ADMITTED Company (Must be California Admitted):
Is Company admitted in California?
❑ Yes ® No
D.
LIMITS (Must be $1M or greater): What is limit provided?
2mil agg/Imil occ
E.
PRODUCTS AND COMPLETED OPERATIONS (Must
include): Is it included?
® Yes ❑ No
F.
ADDITIONAL INSURED WORDING TO INCLUDE (The
City its officers, officials, employees and volunteers): Is it
included?
® Yes ❑ No
G.
PRIMARY & NON - CONTRIBUTORY WORDING (Must be
included): Is it included?
® Yes ❑ No
H.
CAUTION! (Confirm that loss or liability of the named
insured is not limited solely by their negligence) Does
endorsement include "solely by negligence" wording?
❑ Yes ® No
I.
NOTIFICATION OF CANCELLATION: Although there is a provision that requires
notification of cancellation by certified mail; per Lauren Farley,
the City will accept the
endeavor wording.
IL AUTOMOBILE LIABILITY
A. INSURANCE COMPANY: Hartford Casualty Ins. Co.
B. AM BEST RATING (A: VII or greater): A+ XV
C. ADMITTED COMPANY (Must be California Admitted):
Is Company admitted in California? ® Yes ❑ No
D. LIMITS (Must be $1 M min. BI & PD and $500,000 UM):
What is limits provided? 1 mil
E. ADDITIONAL INSURED WORDING TO INCLUDE (The City its
officers, officials, employees and volunteers): Is it included? ❑ Yes ® No
F. PRIMARY & NON - CONTRIBUTORY WORDING (For Waste
Haulers only):
Is it included? NIA ❑ Yes ❑ No
G. NOTIFICATION OF CANCELLATION: Although there is a provision that requires
notification of cancellation by certified mail; per Lauren Farley, the City will accept the
endeavor wording.
0
III. WORKERS' COMPENSATION
A. INSURANCE COMPANY: Twin City Fire Ins. Co.
B. AM BEST RATING (A: VII or greater): A+ XV
C. LIMITS: Statutory
D. WAIVER OF SUBROGATION (To include): Is it included,? ® Yes ❑ No
HAVE ALL ABOVE REQUIREMENTS BEEN MET? ❑ Yes ® No
IF NO, WHICH ITEMS NEED TO BE COMPLETED? General Liability: InsuroYcompany not admitted; Auto:
additional insured endorsement missing.
0 0
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
Stephen G. Badum, Director
January 24, 2007
Scoff Carlson, P.E.
Iteris, Inc.
1515 S. Manchester Avenue
Anaheim, CA 92802 -2907
Subject: Professional Services Agreement for Traffic Signal Modernization — Phase 1 Design
Dear Mr. Carlson,
Enclosed are two copies of the Professional Services Agreement for the design of the above
referenced subject.
The Agreement provisions require you to furnish original certificates of insurance and original
endorsements in strict compliance with all of the requirements outlined in Section 14.
INSURANCE. An individual authorized by the insurer to bind coverage on its behalf must execute
these documents. Also, the Cancellation Clause shall read: "Should any of the above described
policies be cancelled before the expiration date thereof, the issuing company will mail 10 days written
notice to the certificate holder named to the left." All certificates and endorsements must be received
and approved by the City prior to the commencement of the work. We suggest that you fax a
complete copy of Section 14. INSURANCE of the Agreement to your insurance carrier to
expedite the process. There are no exceptions to our insurance requirements.
Please sign both copies of the Agreement and return to me along with your certificates of insurance
and endorsements within 10 workina days of receipt of this agreement. Upon approval of your
insurance documents, the City of Newport Beach will execute the agreement and a copy will be
returned to you for your files. Work should not be started until your firm receives the fully
executed Agreement.
We look forward to working with you on this project. If you have any questions, please contact me at
(949) 644-3311.
Z na Oyer
Public Works Specialist
Enclosures
f:luserslp6 risitlotR�Q�dnHe97i�ai66pF4pdDt Beach, California 92658 -8915
Telephone: (949) 644 -3311 • Fax: (949) 644 -3318 • www.city.newport- beach.ca.us
0 0
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 17
January 23, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Brad Sommers, P.E.
949 -644 -3326 or bsommers @city.newport- beach.ca.us
SUBJECT: TRAFFIC SIGNAL MODERNIZATION — PHASE 1 DESIGN - APPROVAL
OF PROFESSIONAL SERVICES AGREEMENT WITH ITERIS, INC.
RECOMMENDATION:
Approve a Professional Services Agreement with Iteris, Inc., of Anaheim, California, for
design of the Traffic Signal Modernization — Phase 1 at a contract price of $263,215.00
and authorize the Mayor and City Clerk to execute the Agreement.
DISCUSSION:
The Traffic Signal Modernization Project is planned to be a multi -year project to install a
new and upgraded city-wide traffic signal management system that utilizes current and
future technology improvements. The goal of this multi - phased project is to reduce
congestion and improve the efficiency and flexibility of our traffic signal system. The
overall project will include the following:
• Interim replacement of the existing master traffic signal computer controller
(located at City Hall) and the construction of a new Traffic Management Center
(TMC) within the new City Hall,
• Installation of new field equipment and controllers at the City's 105 signalized
intersections,
• A Closed Circuit Television (CCTV) system to enable remote monitoring and
adjustments from the TMC,
• Communication interconnect system upgrades including copper, fiber- optic, and
wireless solutions,
• Regular review and updating of the existing traffic signal timing.
Because of the overall magnitude, financing difficulties, and potential disruption that
would occur in attempting to upgrade the city's entire system, staff has initiated a
phased approach. In order to continue operation of the currently coordinated roadway
corridors, the future system will coexist with the existing system until all of the upgrades
have been implemented city-wide.
inaHic S gr demlzeHm— Pt1aeY 1 Design — Approval at FMA &ervi= Agreement wM Iteris. Inc.
January 23.2007
Page 2
Staff has defined Phase 1 of the Traffic Signal System Upgrade Project to include
installation of the following:
1. A new master traffic signal computer controller at City Hall.
2. New traffic control equipment at 21 signalized intersections along MacArthur
Boulevard, Coast Highway in Corona del Mar, Avocado Avenue, and San Miguel
Drive.
3. New communication equipment, including either upgrading the existing copper
wire or installing new fiber optic communications.
4. Two CCTV cameras on MacArthur Boulevard.
5. An improved Traffic Management Center (TMC) at City Hall. This will include
new video television screens where staff can monitor traffic at key intersections
on MacArthur Boulevard, Avocado Avenue, and San Miguel Drive.
The Phase 1 project will improve signal coordination on MacArthur Boulevard, and on
Coast Highway. Coordination between the signals on Avocado Avenue and San Miguel
Drive will also be improved with this project. Future phases will include the construction
of a new TMC within the future City Hall and a continuation of this work across the City.
Since staff plans to leverage City funds with the upcoming Renewed Measure M
programs, future phases have not been finalized.
There will be four major components to the city -wide project which will require services
from outside firms. These components include design, procurement of traffic signal
hardware and software, integration of the new equipment in the field and the office, and
construction of the communications improvements.
Since the design of the ultimate traffic signal system Is dependent upon the hardware
and software systems that are utilized, staff recently completed a selection process to
determine the best qualified vendor for traffic signal controller hardware and software.
Staff interviewed and evaluated the following traffic signal hardware and software firms:
• Siemens Energy & Automation, Inc. (intersection/controller software =
Ne)dPhase; central software= ACTRA)
• Western Pacific Signal, LLC (intersection /oontroller software = Naztec, central
software = StreetWise Traffic Management System, controller -2070)
• McCain Traffic (central software = BiTrans Systems)
• Synchronex (central software = Siemens, controller =M52)
• Econolite: ( intersection /controller software =AS /3, central software = Icons,
controller, ASC3 and 2070L)
• Iamley -Horn KITS: (central software = KITS)
• Quixote Traffic Corporation (US Traffic): (central software = tQ Central,
controller =10 ATC)
Traffic SIALntzatton — Phase 1 Design — Approval of P Servtoes Agreement aUh ilerls. kv-
January 23, 2007
Page 3
Upon the completing the evaluation, staff selected Econolite as the best qualified firm to
provide traffic signal hardware and software for the City's traffic signal modernization
project. Ultimately, the procurement of the new signal computer controller hardware
and software and the integration of the new equipment will be handled through a future
contract with Econolite. Before we can enter into a contract with Econolite, the
preliminary design of the Traffic Signal Master Plan is necessary to finalize the required
equipment needs for the project. Once the design is underway (three to four months), a
detailed scope of work for a contract to procure and integrate the system will-be
finalized and placed on the City Council agenda for approval.. The last major project
component, construction of the communications equipment, will be handled through the
standard construction bid process.
Design Consultant Selection
Seven - engineering firms were invited to submit proposals to provide professional
design services for the Traffic Signal Modernization — Phase 1 Project. Three qualified
firms responded to the City's request for proposals.
The proposals were reviewed to evaluate each firm's qualifications, past experience on
similar projects, and availability before ranking Iteris, Inc. (Iteris) the highest. Upon
selection, staff negotiated with Iteris to provide the necessary scope of services for a
not to exceed fee of $263,215. Iteris has completed engineering services competently
and professionally on similar projects for the City and other local agencies in Southern
California.
The attached Professional Services Agreement with Iteris, Inc. covers the first
component of the project; the development of a communications master plan (Master
Plan), the design and preparation of plans, specifications and estimates (PS & E) for
the Phase 1 project, and the preparation of new signal timing optimization plans.
Iteris has indicated that the project will require approximately six months with the
possibility of additional time (within scope) to fine -tune the traffic signal timing. Therefore
design is anticipated to be completed by August 2007.
Environmental Review:
Categorically Exempt under Chapter 3, Article 19, Section 15301, Class 1 (c) of the Title
14 California Code of Regulations. This exemption covers maintenance, repair, and
upgrades of existing traffic signal facilities.
Public Notice:
Not Applicable at this time.
Traffic Phsse 1 Design — Approval of Pro& services Agreement with heft. Inc.
January 23.207
Page
Funding Availabilfir.
The design contract for Phase 1 of the Traffic Signal System Upgrades will be funded
through a successful application for Orange County Transportation Authority (OCTA)
Signal Improvement Project funding. Along with required City matching funds, sufficient
funds exist as part of the Signal System Improvements Project in the following
accounts:
Account Description
Measure M Competitive
Transportation & Circulation
Prepared by:
-9'- > a2
So mers, P.E.
Associate Civil Engineer
Account Numbe Amount
7284- C5200852 $175,477
7261- C5200852 $87,738
Total: $263,215
Attachment: Professional Services Agreement
Submitted by
Sf G. Badum
ubiic Works Director
-A � � • •
s.
PROFESSIONAL SERVICES AGREEMENT WITH
ITERIS, INC.
FOR TRAFFIC SIGNAL MODERNIZATION — PHASE 1 DESIGN
THIS AGREEMENT is made and entered into as of this Wday
2007, by and between the CITY OF NEWPORT BEACH, a M icipal Cor ration
( "City "), and ITERIS, INC a Delaware Corporation, whose address is 1515 S.
Manchester Avenue, Anaheim, California 92802 -2907 ( "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 1 of the Traffic Signal Modernization Project
C. City desires to engage Consultant to design the traffic signal communication
master plan and communication upgrades in coordination with Phase 1 of the
Traffic Signal System Upgrades Project (`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 Scott
Carlson.
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 31 day of December, 2007, 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. 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
the services shall be performed to completion in a diligent and timely manner.
The failure by Consultant to perform the services in a diligent and timely manner
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 Two Hundred, Sixty Three Thousand, Two .Hundred and Fifteen
Dollars and no /100 ($263,215.00) 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:
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 Scott Carlson 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 shall be the Project Administrator and shall have the authority to act
for City under this Agreement. The Project Administrator or his/her 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:
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
0
costs) of every kind and nature whatsoever (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 the acts
or omissions of its principals, officers, agents, employees, vendors, suppliers,
consultants, 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
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
5
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, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City at all times during the term of this Agreement.
B. Signature. A person authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. 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.
D. . Coverage Reguirements.
i. Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation
Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor'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 (10 calendar days written notice of non-
payment of premium) prior to such change. The insurer shall agree
to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed
by Consultant for City.
ii. 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,
contractual liability. If commercial general liability insurance or
M
E.
0
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice the required occurrence limit.
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 occurrence.
iv. Professional Errors and Omissions Insurance. Consultant shall
maintain professional errors and omissions insurance, which
covers the services to be performed in connection with this
Agreement in the minimum amount of one million dollars
($1,000,000).
Endorsements. Each general liability and automobile liability insurance
policy shall be endorsed with the following specific language:
The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insureds with
respect to liability arising out of work performed by or on behalf of
the Consultant.
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self- insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either
party except after thirty (30) calendar days (10. calendar days
7
15.
16.
17
written notice of non - payment of premium) written notice has been
received by City.
F. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
G. 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.
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.
SUBCONTRACTING
The parties recognize that a substantial inducement to City for entering into this
Agreement is the professional reputation, experience and competence of
Consultant. Assignments of any or all rights, duties or obligations of the
Consultant under this Agreement will be permitted only with the express written
consent of City. Consultant shall not subcontract any portion of the work to be
performed under this Agreement without the prior written authorization of City.
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 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
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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. COMPUTER DELIVERABLES
CADD data delivered to City shall include 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 AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with
the City's digital submission requirements for Improvement Plans. The City will
provide AutoCAD file of City Title Sheets. All written documents shall be
transmitted to City in the City's latest adopted version of Microsoft Word and
Excel.
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 authorizes in writing the release of information.
20. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his /her
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 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 of any United States' letters patent, trademark, or copyright
infringement, including costs, contained in Consultant's drawings and
specifications provided under this Agreement.
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22. 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.
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 paragraph 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
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
10
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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.
27. 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:
Brad Sommers, P.E.
Public Works Department
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA, 92663
Phone: 949 - 644 -3326
Fax: 949 -644 -3318
All notices, demands, requests or approvals from CITY to Consultant shall be
addressed to Consultant at:
Scott Carlson, P.E.
Iteris, Inc.
1515 S. Manchester Avenue
Anaheim, CA 92802 -2907
Phone: 714-758-0200
Fax: 714- 780 -7246
28. 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.
11
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.
29. 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.
30. WAIVER
A waiver by either parry 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.
31. 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.
32. 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.
33. 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.
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34. AMENDMENTS
U
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.
35. 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.
36. 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.
37. 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.
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
C. l
Aaron Harp, Assistant City Attorney
for the City of Newport Beach
ATTEST:
By: /0/. / i iI
LaVonne Harkless,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
am
Mayor
for the City of Newport
CONSULTANT:
By: 10
(Corporate Officer)
Title: i�1cccJf� P-P
Print Name: f/-66ov 1"OkxWe4A
nancial Officer)
Print Name: J S- �rK�
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
f :XuserslpbMsharedlagreementslfy 06- 0Aiteris- signal system upgrades.doc
14
PROJECT APPROACH
Iteris has prepared a detailed scope of work and schedule to ensure that the Traffic Signal
Communication Master Plan and Phase I PS &E project is completed on time, within budget, and
to the complete satisfaction to the City. Our project approach is based on the project
understanding, project issues and goals, the RFP, our depth of understanding of both ITS and
Systems Engineering, and our past experience working with the City of Newport Beach on the
2003 Traffic Flow Optimization Project which formed the basis for this current project. Iteris'
approach is divided into the following tasks:
Part A & B: Project Management
Part A — Future Traffic Signal Communications Master Plan Design
Task 1: Master Plan Design
Part B — Future Traffic Signal Communications Master Plan Design
Task 2: Traffic Signal Systems Upgrade (PS &E Package)
Task 3: Traffic Signal Timing
These tasks meet the requirements of the categories of work listed in the RFP. Figure 1
provides our proposed schedule based on our understanding of the project and the scope of
services. Our schedule has been developed to provide draft and final versions of each
submittal, plus a realistic one to two -week review period by City staff. Iteris will work with City
staff to finalize the schedule as necessary to meet any project requirements. Note that the
preparation of the signal timing plans can occur at any time during our proposed schedule. We
are recommending that the initial data collection for the signal timing effort be completed in
parallel with the Master Plan and 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 3. Implementation will be completed after
construction of the traffic signal system upgrades.
Objectives: To ensure an efficient and coordinated project development process, the
delivery of a high quality product, and deployment of the project
components within budget and on schedule.
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. Scott Carlson will serve as the Project
Manager for this project. He will be the principal contact with the City of Newport Beach and
other entities per the City's direction. Project management support consists of preparation of
monthly status reports and attendance at required meetings related to the Project. Mr. Carlson
will also be available to City staff should specific questions arise throughout the duration of the
project, or for special meetings to discuss the project with other stakeholders /neighboring
agencies. An important part of this task will involve discussions and involvement of other
stakeholders such as the City MIS and possibly Caltrans or other stakeholders as well. Below is
a summary of our proposed project management activities.
Page 1 of 26 January 8. 2007
EXHIBIT A
Figure 1. Proposed Schedule
Month 1 Month 2
Month 3 Month 4 Month 5
Month
L WTI k Oalr—to gem m ene
-0
PART A: FUTURE TRAFFIC 81CHAL COACOWUNICATIONEFAAGrEWPLAN cusioN
�r'Pla Design
. . . . . . . . . . . . . .
-
OEUVEW"LES
',Technical
-1 Memorandum
60% SubmiMal
,-.6ds>ing ODndWO
-S a go%' submimal
r
D_ -att pcl,
-
4
7 n4i plq�i
t �IOM PS&E
W �Flnsf PSM,
Aleaw Plan
PARTrib..TRAFFIC:BIDNALiTIVING�
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of Ti Izattan
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"WE"s.
- 44gw�
Page 2 of 26 January 8. 2007
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•1
Proiect Management Methodologv
Iteris has a history of successful administration of projects. Through many years of experience,
Iteris has developed a methodology that has proven effective in measuring progress,
anticipating problems, reacting quickly to changes in the requirements, and maintaining
schedule integrity.
Iteris' project management is designed with checks and balances that have resulted in our
impressive track record of successful projects. Our project management objectives are
developed to:
Provide a
comprehensive
description and u
the entire project;
complete and
technical
cork definition for
❖ Develop a viable, comprehensive
cost and schedule plan that
reflects the planned performance
of the work;
❖ Establish a comprehensive control
system that provides the
necessary status information to the
project team, the City of Newport
Beach, and Iteris management;
. aa.w..d fw�w�
a�
Identify problem areas early and initiate corrective action;
❖ Communicate information to the City of Newport Beach on a regular and timely basis;
r,. Ensure thorough documentation through an effective Quality Assurance / Quality Control
process;
❖ Promote effective Configuration Management through the application of Systems
Engineering discipline to the development and support for the Newport Beach ITS.
Performance Monitoring
Monitoring of technical performance, schedules, and costs using a combination of automated
and manual techniques provides an early indication of any deviation from planned performance.
The earlier a deviation from the plan can be identified, the easier it is to implement the required
corrective actions. The following activities are performed:
Monitor and control performance with respect to schedule performance and analyze the
impact of delays and cost alternatives. Actual project performance is periodically
compared to planned project performance to identify deviations or areas of concern.
fo Facilitate the assessment of work progress in terms of project milestones, work
completed, percent in process, and dependence on future project tasks. The Project
Manager, Mr. Scott Carlson, will frequently hold informal discussions with individual
project personnel on specific tasks in addition to the regularly scheduled project team
meetings. In addition, a detailed project schedule will be created using MS Project,
which assists in the tracking of schedule versus percent complete.
ITax��
Page 3 of 26 January 6, 2007
Proiect Reviews
Active and open communication between the team (including the City of Newport Beach PM) is
vital. Communication is essential to the successful outcome of any project. Iteris' primary
objective is to keep the City of Newport Beach abreast of the developments that impact the
project.
Internally, Iteris promotes open communication between the team members and the Project
Manager. The following sections describe the types of meetings and reports used to
communicate internally and externally.
Monthly Progress Report
Mr. Carlson will submit a monthly written progress report to the City of Newport Beach and Iteris
management. In this report, Mr. Carlson will discuss activities conducted during the previous
calendar month.
Typical subjects covered in this report include the following:
❖ Summary of activities during the month d• Status of subcontractors
❖ Planned activities for the next month + Status of open items
❖ Concerns or problems encountered and Status of contract variance or extra work
planned solutions requests
❖ Assignment of or changes in key personnel ❖ Closed items
da Up-to -date project schedule e3 Status of deliverables
Proiect Kick -off Meeting
Shortly after receipt of Notice to Proceed, a project kickoff meeting will take place, which will be
attended by representatives from the Iteris team, the City of Newport Beach, City MIS, and other
Stakeholder Partners as appropriate. The purpose of this meeting will be to ensure that
participants understand and support the goals and the plan to achieve them.
Proiect Team Review Meetings
One of the basic requirements for meeting the project schedule and budget is a system that
assures prompt responses to problem areas before they can give rise to insurmountable delays.
For this reason, bi- weekly internal project meetings are held in which each team member
provides a brief status of accomplishments and problems. Mr. Marc Porter, the Principal -in-
Charge for this project, will conduct these internal reviews. It is a fact- finding, problem - solving
endeavor used to keep the Project Manager and project personnel advised of the project status
concerning schedules, technical performance, trends, and existing or potential problem areas.
Proiect Status Meeting
Iteris will discuss the progress report in a joint teleconference and /or in face -to -face meetings
with the City of Newport Beach — the forum for this meeting will be at the discretion of the City of
Newport Beach Project Manager. Mr. Carlson will summarize current activities, discuss
concerns, report on milestones, evaluate future technical and financial requirements, and obtain
feedback from the City of Newport Beach. These conferences are planned to promote open
communication between the City of Newport Beach and Iteris.
Page 4 of 26 January 8, 2007
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Management Review Meeting
Iteris upper -level management is committed to:
B• Maintaining a proper environment for the successful execution of the project
Providing Mr. Carlson with adequate resources
Monitoring the effectiveness of Mr. Carlson and the project team
For these reasons, internal management review meetings are held monthly for each project.
Current status is reviewed against the current project schedule and, most importantly, changes
from baselines reported in the previous management review meeting are noted.
Protect Quality Assurance / Quality Control (QA/QC)
Iteris' ability to implement high - quality deliverables is a result of our adherence to a quality
assurance program that ensures accuracy, product usability, and an overall commitment to
product excellence and user satisfaction. The Iteris Project Manager ensures the team
commitment to these objectives by identifying goals at the outset of the project and monitoring
the product implementation and delivery process. We strive to improve the processes and tools
we use to provide high - quality products and services. For this project, George Gener and Glenn
Grayson will lead review of project deliverables.
Deliverables: Meeting agendas and notes, progress reports, invoices and supplemental
material as requested/required by City staff.
Objectives: To prepare a City-wide Communications Master Plan for the City's future
enhanced traffic signal system and ITS deployments.
As part of Task 1, Iteris will develop the comprehensive Master Plan for the phased deployment
of a communication system to support the City's traffic signal system and ITS devices.
Additionally, the Communications Master Plan should address the possibility of sharing
communication bandwidth with other City- departments, if appropriate. This is especially
applicable to the City of Newport Beach as the Public Works Department currently utilizes
leased -line communications maintained by the City's Management Information Systems (MIS)
department.
Iteris has proposed the subtasks summarized below to support the preparation of the Master
Plan. These tasks will create additional deliverables to those identified in the RFP. Iteris is
presenting these subtasks and deliverables based on our past experiences in preparing master
plans to ensure the preparation of a comprehensive Master Plan for the City of Newport Beach.
Task 1.1: Existing Conditions
The first step in developing a comprehensive
Newport Beach is to assess the City's existing
City's existing communications system based
Optimization project. This experience offers
requirements, the existing interconnect, existing
Communications Master Plan for the City of
systems. Iteris is intimately familiar with the
on our past work on the 2003 Traffic Flow
Iteris with an understanding of the project
conditions at the signalized intersections, and
IrBRrs.
Page 5 of 26 January 8, 2007
the existing traffic management and traffic control system. Additionally, Iteris is intimately
familiar with Econolite's icons® system, which will serve at the City's new traffic signal system.
As part of Task 1, Iteris will complete the data collection for the components listed below. Each
of these components is discussed in detail in the following sections.
• Traffic Signal System
• Existing Communications Network
• Traffic Management Center
Traffic Signal System
The City's existing traffic signal system is comprised of VMS -330 central traffic signal
system to support 52 of the 87 8201820A traffic signal controllers, and 24 Type 170/170E
traffic signal controllers with no central software system support. While maintained by
Caltrans, the Coast Highway signalized intersections included five separate coordinated
systems under five different field masters.
Under this task, Iteris will inventory the City's existing traffic signal system beginning with
the inventory developed by Iteris as part of the 2003 Traffic Flow Optimization project.
The inventory will include but not limited to, the VMS -330 traffic signal software, signal
controllers, and detection system, as well as details on the existing Caltrans and
adjacent agency signals within the City area where multijurisdictional signal coordination
could be implemented.
Lastly, Iteris will detail the requirements of Econolite's icons® traffic signal system.
Although not an existing system, it will be the City's new traffic signal system and will be
a key element in the transition of the City's traffic signal system.
Existing Communication Network
The City utilizes a combination of leased line circuits, maintained by the City's MIS
department, and phone drops to communication to select signalized intersections. The
existing communication system is illustrated in Figure 2, based on Iteris' work on the
2003 Traffic Flow Optimization project. Note that this figure does not include the signal
interconnect along Coast Highway at this time.
The City's existing communications system includes four leased T1 line connections "in
the field" and a leased T1 connection at the Newport Beach City Hall. This leased
communication system supports the City's area wide communication system, which
includes communication between City facilities (phone, computer network, etc.) and the
City's traffic signal system. In 2003, the City was planning to implement two additional
leased T1 connections, one at Ridge Park Road and Newport Coast Drive, and one at.
Irvine Avenue near Mesa Drive. A T1 connection supports a data rate of 1.544 Mbps,
and according to City staff, the current T1 connection at the City Hall is at full capacity.
The City's communication system also includes four existing phone drops that support
dial up communications between the VMS -330 system and select signalized
intersections. Dial up connections can support communication rates up to 55 Kbps, but
generally operate at a baud rate from 1200 to 9600. The phone drops only support
Irexrr
Page 6 of 26 January 8, 2007
communications for the VMS -330 system and are not used as part of the City's overall
communication system. In 2003, the City also has identified five planned phone drop
locations to be implemented in future.
Under this task, Iteris will inventory the City's existing communication network. This
inventory will include an assessment of conduit/cable size and location, the capacity of
the leased line circuits, and the phone drop locations and available bandwidth. The
inventory of the existing conditions, opportunities and needs will be documented in the
alternatives analysis that will be used in later phases of the project, and will provide input
to the Master Plan.
Traffic Management Center
The existing TMC is located at the City Hall and supports the operation of the City's
VMS -330 traffic signal system, where Iteris assisted in the TMC layout as part of the
2003 Traffic Flow Optimization project. Beginning with the details prepared as part of the
2003 Traffic Flow Optimization project, Iteris will complete a detailed inventory of the
existing TMC. This will include architectural elements (floor plan, electrical and
mechanical systems for the space, etc.), identification of existing traffic-related
equipment and current wiring diagram, and other associated elements. Iteris will
develop an existing conditions base plan that will describe the existing space in detail.
Once this plan is developed, it will be used in later phases of the project, and will provide
the base plan for upgrades to the existing TMC, to be completed as part of the
Preliminary Design Report in Task 2. This is a crucial element of this project because the
TMC will serve as the nerve center for the City's traffic management operations.
Additionally, if information is available on the footprint area for the new TMC, Iteris will
also develop a conceptual plan for the City's new TMC as part of the Master Plan.
Under this effort, Iteris will coordinate with City officials and the architectural firm, if
applicable, to ensure the space allocated for the new TMC will not only meet the City's
future needs as the City deploys future ITS strategies. This effort will result in the
conceptual plan that will be used in later phases of the project, and will provide input to
the Master Plan.
Lastly, it is vital that any communications system detailed in the Master Plan facilitate the
relocation of the Newport Beach TMC to the new location. The Newport Beach TMC will
serve as one of the communication hubs and the Master Plan must address the
transition of this TMC hub from the old to the new TMC.
Page 7 of 26 January 8, 2007
Figure 2: Newport Beach PS &E Study Area
lley
4 - t
Beach
.T' (6-5) ,4
d
Costa Mesa p' y Irvine,
war
J i� 4N
at
lh �J
, y _ t
Legend.
Exisfing Twisted Pair Commu
r J � l� Idfij lylfi Y
fi c - ttl1.:
-T awl 3 y r 1, i
- S, _
F b Y \I a 4s- i Afi {\ 1'6a 670
Newport Beach
Existing Communications
ZTPRIS.
Page 8 of 26 January 8, 2007
• •J
Iteris will collect the existing traffic infrastructure information through a series of activities,
including interviews with City traffic engineering staff, review of signal interconnect / signal
system documentation, applicable GIS files, and field reviews. The existing conditions will be
documented in a technical memorandum that details the existing traffic infrastructure. The
technical memorandum will include a spread sheet database that provides a detailed inventory
of the existing traffic infrastructure. Iteris will also take the City's existing GIS base files and
update the layers that include the traffic infrastructure/network; Iteris conducted this work as part
of the 2003 Traffic Flow Optimization project. The information collected will be utilized as the
starting point for developing the Master Plan while ensuring that the City's traffic signal system
inventory is up to date in the City's GIS database.
While this task focuses on the existing traffic communications infrastructure, it should be noted
that there are additional elements that may be applicable to the development of the Master
Plan. An optional effort that the City can elect to include in the Master Plan is the inclusion of
other City departments in the communications system requirements, such as the Police
Department and emergency management operations. Although these are non - traffic elements,
they should be addressed as part of the Communications Master Plan. These items will be
assessed and detailed as part of the Alternatives Analysis task.
Deliverables: Existing Conditions Technical Memorandum
Task 1.2: Alternatives Analysis
In support of this task, Iteris will conduct an analysis of transportation management needs for
Newport Beach that identifies project stakeholders, determines the City's transportation
management needs, defines transportation management solutions and develops practical
communications and ITS projects for the City.
Stakeholder Identification and Coordination
The City of Newport Beach, Public Works Department will be the lead stakeholder for
the Communications Master Plan. A second stakeholder that will require coordination
and input will by the City's MIS department, which maintains the City's leased line
circuits and the City's WAN. At a minimum, the MIS department will provide input into
the hardware and operational requirements of the communication system where the
leased line circuits are to be used. It may be possible to plan a communication system
that would provide Ethernet -based communications for both the traffic signal system and
the City's WAN; several agencies have begun to realize the benefits of sharing
bandwidth between City departments.
In addition to the Newport Beach stakeholders, there may be additional stakeholders
that, such as adjacent cities that could define some of the City's communications needs.
Many local agencies have or are planning to provide coordination between boundary
signalized intersections, and even share traffic data, which requires a communication
link between agency signals or agency TMCs.
The Stakeholders Identification will be summarized in the Alternatives Analysis
Technical Memorandum and will support preparation of the Master Plan.
IrB�s
Page 9 of 26 January 8, 2007
Needs Identification
Using the findings from the Existing Conditions and project stakeholders, Iteris will
prepare a technical memorandum outlining the traffic signal communication and overall
ITS goals and objectives for Newport Beach. We will then compare these goals and
objectives with the existing conditions to determine the communication needs. The
needs will be categorized along the following lines:
• Communications Infrastructure (DSL, dial -up modem lines, fiber optics, wireless,
Ethernet communications, serial based communications)
• Transportation System Management (TOC elements, traffic controller hardware,
software and firmware, detection, cabinets, C CTV, CMS, and other field devices)
• Traffic Operations (corridors in need of attention)
• ITS Planning & Institutional Opportunities (cooperative agreements, public- private
partnerships)
• Level of service goals for traffic, which may vary by location based upon public
expectations,, constraints, etc.
The Needs Assessment will be summarized in the Alternatives Analysis Technical
Memorandum and will support preparation of the Master Plan.
Deployment Strategies
The primary focus of the Communications Master Plan will be to upgrade the
communications for the traffic signal controllers. However, it is necessary to address the
deployment of additional ITS strategies such as additional CCTV cameras to ensure that
the communication system provides the necessary bandwidth for the long -term
operations of the City's traffic management system. In general, the potential
communication and ITS applications created in response to the needs of Newport Beach
can essentially be grouped into three main ITS categories listed below.
Advanced Transportation Management Systems (ATMS)
Advanced Traveler Information Systems (ATIS)
Systems Integration (both internal to the City as well as with surrounding
agencies).
The application of the ATMS is generally considered one of the more robust areas of ITS
design and deployment as it is very mature in terms of both number of deployments and
its characteristics. ATMS can be as basic as the deployment of a simple traffic signal
control system to as complex as an integrated area -wide system, which includes
roadway surveillance, and data/video /control sharing among several agencies.
Some of the key ATMS elements include:
• Traffic Management Center
• Traffic Signal System
• Video Surveillance (CCTV cameras)
• Detection
• Coordinated Traffic Signal Timing
Irx"S.
Page 10 of 26 January 6, 2007
An ATIS disseminates transportation- related information to the traveling public. The
method of dissemination can range across several different media including both
agency -owned devices (e.g., DMS) as well as privately operated services (i.e., radio
reports, Internet web sites, news media, etc.). The information is typically distributed in
one of two ways; pre -trip information or en -route information. Pre -trip traveler
information is meant to capture people prior to beginning their trip (either locally or
regionally). Some of the key ATIS elements include:
• Variable Message Signs (also known as Dynamic or Changeable Message
Signs)
• Traffic websites
• Media Services (Television broadcasts)
• Information Displays such as kiosks
511 or dial -in systems
System integration is likely the most important component of any ITS deployment,
because without it both the system manager and user will typically only receive a portion
of the intended and desired system -wide benefits. System integration brings the "pieces
of the puzzle" together to form a composite picture of the current conditions, and
disseminates that information to the proper recipient.
A component of systems integration is the communications between the field elements
and the communication hubs and the Newport Beach TMC. Typically, the
communication system is the single most costly element of an agency's ITS.
Communication systems can be comprised of fiber optic cable, twisted pair cable,
wireless communications or leased line communications. With proper planning, it is
possible to share the cost to deploy a communication system with other departments
within an agency, with other agencies, or with private entities such as telecomm
companies.
Using the Stakeholders and Assessment of Needs Identification previously developed,
Iteris will define the ITS strategies that provide the optimum solutions to the
transportation management issues in Newport Beach. Equally important to identifying
the ITS strategies will be leveraging the existing infrastructure to the extent possible and
reducing the overall deployment costs.
The ITS Strategies will be summarized in the Alternatives Analysis Technical
Memorandum and will support preparation of the Master Plan.
Deliverables: Alternatives Analysis Technical Memorandum
lraRra.
�� Page 11 of 26 January 8, 2007
Task 1.3: Deployment Strategy
The previous tasks focused on identifying the existing transportation system and alternatives
analysis. In support of Task 1.3, Iteris will develop a series of projects that address the
communications and ITS needs of Newport Bach and the project stakeholders. The first phase
of the Master Plan will be the Phase I project as defined in Task 2 of this proposal, based on the
requirements of the RFP.
The Master Plan projects will focus on the following:
• Utilize the existing and planned infrastructure to the extent possible
• Identify and quantity the deployment of new systems
• Address "gaps" in the existing systems
• Develop deployment costs for the corresponding projects
• Identify operations and maintenance costs for the corresponding projects
• Detail roles and responsibilities of the various stakeholders for the corresponding
projects
The list of ITS projects will be organized into a logical order that may require some projects to
be listed chronologically based on any dependency or relationship between projects. In some
cases, there may not be a relationship between projects. However, some early projects may
serve as the foundation for future projects. In these cases, it is important to list the relationships
between projects so stakeholders understand that Project C needs to be deployed prior to
Project X.
It is also important that the projects adhere to the City's design standards, specifically with
regards to traffic signals. The City follows Caltrans and Newport Beach standards, including
Caltrans 2006 standards, Pubic Works Construction (2003) and City standards. It is important
that the Master Plan identify and comply with these applicable standards. This extends beyond
traffic elements to include items such as GIS since it is proposed by Iteris will develop the maps
for this project using the City's GIS base maps.
The list of projects will be summarized in a Communications System Deployment Plan Report
that will be submitted to Newport Beach in draft form. This report will serve as the 60% Master
Plan submittal in accordance with the RFP, and will incorporate both the content and City
comments on the Existing Conditions and Alternatives Analysis Technical Memorandums
previous submitted to the City. Iteris will also conduct a Workshop to present the
Communications System Deployment Plan Report. Client comments received will be
incorporated into the Master Plan to be prepared in Task 1.4.
Deliverables: Communications System Deployment Plan Report (60% submittal)
ITBRlS.
Page 12 of 26 January 8, 2007
7
Task 1.4: Master Plan
All the activities of this project to develop the Newport Beach Communications Master Plan will
come together in this task. The Technical Memorandums and Reports from the previous tasks
will collectively be compiled to create the Newport Beach Future Traffic Signals
Communications Master Plan that details the phased deployment of a communications system,
traffic signal system upgrades and other ITS strategies as appropriate. A key element of this
task will be to create a prioritized ranking of the recommended projects identified in Task 1.3
based upon needs, project cost, availability of existing infrastructure, level of service goals, and
project duration and schedule. This document will discuss design alternatives as well as
staging techniques to allow the City to achieve its final goal — deployment of a fully implemented
traffic management system from the Newport Beach TMC. The Plan will include the following
elements:
• Prioritized listing of projects
• Cost estimates associated with each project
• Schedule and Critical Path for the deployment of the projects
• Summary matrix of projects by priority and implementation schedule
• Capital improvements and associated costs
• Operations and maintenance costs
• Interagency coordination issues
• Multi - jurisdictional coordination issues
• Identify a transition plan
Key to the success of the Master Plan will be the development of an investment strategy to fund
and implement the projects detailed in the Master Plan. Identifying possible funding
opportunities, such as Measure M funding that was just renewed in the November 2006
elections, and preparing a strategy to pursue funding is key to the success of any Master Plan.
The funding opportunities should not only address the capital cost of the projects, but also the
operations and maintenance costs of the systems deployed. As part of this task, Iteris will set
the stage financially for the Master Plan.
Possible funding sources include:
• Traffic impact fees
• General funds
• Public/private partnerships; and
• Resource sharing with public agencies external to the transportation agency
• National Highway System (NHS)
• Surface Transportation Program (STP)
• Congestion Mitigation and Air Quality Improvement Program (CMAQ)
• SAFETEA -LU
• ITS Integration
• Caltrans STIP
• Developer Fees
Iz'sa¢rs.
Page 13 of 26 January 8, 2007
The Master Plan will be summarized in draft and final form. Iteris will conduct a Workshop to
present the Master Plan in draft form (90% submittal). Client comments received will be
incorporated into the final Master Plan (final submittal).
The Master Plan will be a living document that will provide Newport Beach with a long -term,
prioritized deployment plan to implement, operate and maintain the communications system and
ITS strategies to improve transportation management and public safety for years to come.
Deliverables: Draft Newport Beach Future Traffic Signals Communications Master Plan
(90% submittal)
Final Newport Beach Future Traffic Signals Communications Master Plan
Objectives: To prepare PS &E design packages for Phase i of the Communications
Master Plan that includes an upgrade of the City's traffic signal controllers
at 24 City- operated signalized intersections, the implementation of 2 new
CCTV cameras, and the required upgrades to the communications system.
This task will focus on the upgrade of the City's VMS 330 traffic signal system to the icons®
traffic signal system at the Phase I signalized intersections as detailed in the Master Plan. The
output of this task will be detailed Plans, Specifications, and Estimate (PS &E) for the system
elements listed below.
1. Traffic Signal Controllers: Model 2070L and Econolite ASC 13 traffic signal controllers at
21 City- operated signalized intersections. The Model 2070L controllers shall be installed
in Type 332 cabinets while the ASC /3 controllers will be installed in NEMA cabinets.
The controllers will utilize Ethernet communications to the Newport Beach TMC. It is
envisioned that the existing controller cabinets will be utilized, but select cabinets may
require upgrades based on the condition of the cabinets.
2. CCTV Surveillance Cameras: CCTV cameras will be installed at 2 locations; MacArthur
Boulevard /San Miguel Drive and MacArthur Boulevard/Vilaggio. The CCTV cameras will
utilize Ethernet communications to the Newport Beach TMC.
3. Traffic Signal Communications Upgrade: The City's existing twisted pair
communications will be upgraded as required 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 may include fiber optic
communications, wireless communications, and twisted pair cable. The existing
communications infrastructure will be utilized to the extent possible.
4. Main Library Communication Upgrade: Communication equipment to provide
connectivity of the upgraded traffic signals to the City's wide -area network (WAN).
5. TMC Upgrades: The City's existing TMC will require upgrades to include such items as
a new console, video wall, communications equipment, etc.
Page 14 of 26 January 8, 2007
Amk
Task 2.1: Preliminary Design
The first step in developing the PS &E package for the Traffic Signal System Upgrades is to
prepare a preliminary design report (PDR) that both qualifies and quantifies the project
elements. This effort will be completed in parallel with the preparation of the Master Plan.
Under this task Iteris will detail the design of the signal system upgrades, CCTV camera design,
and communication infrastructure to support the overall project. Iteris has designed, deployed,
and integrated several systems similar to this, and will be able to complete this effort as
efficiently and effectively as possible. Based on the proposed scope of work and our
understanding of the project, the PDR efforts will focus on the following project elements:
1. CCTV Cameras at two locations listed below.
ID
1
Intersection
MacArthur Blvd /San Miguel Drive
2
MacArthur Blvd / ilaggio
2. Upgraded Traffic Signal Controllers at 21 locations listed below.
ID
F ID
1
��
— --
(— Intersection
-- - -
MacArthur Blvd /Bison Avenue a
Type
ASC /3 i.
2
MacArthur Blvd / Vilaggio
ASC /3
--
( -3
MacArthur Blvd / Ford RD- Bonita Canyon
Dr PkSC /3
11
MacArthur Blvd / San Joaquin Hil is Rd
ASC /3
5
San Miguel Dr / San Joaquin Hills Rd
iASC /3
6
Avocado Ave / San Miguel Dr -
MacArthur Blvd / San Miguel Dr
-.ASC -
- - -- ...._..-- --- -- ----------
ASC /3
�7 -
! 8
Avocado Ave /Farallon Dr
ASC /3
F--_- 9 -�
_______
vacado Ave /Corona Dei M ar Plaza
_ ;ASC /3
10
,Coast Hwy / Jamboree Rd
�0701-
11
Coast Hwy / Irvine Ter
2070L —
12
Coast Hwy / Newport Center Dr
20701-
13
Coast Hwy / Avocado Ave
7070L
14
................... .... ...... _...._--'--------
-- Coast Hwy /MacArthur Blvd
---- ..-------- -----
7070L
I 15
Coast Hwy / Goldenrod Ave
2070L
IT*sXtr.�
Page 15 of 26 January 8, 2007
rI
ID
- -- Intersection
T Type
16
Coast Hwy / Marguerite Ave
�20701_
17
Coast Hwy / Poppy Ave
2070E
18
Coast Hwy /Morning Canyon Rd
j2070L
[-1g-
[Coast Hwy I Cameo Shores Rd -Cameo
2070E
;Highland Dr
1-7id—lCoast
Hwy / Pelican Point Dr
�070L
21
- - - ........- -- ---- - - - ---
Coast Hwy /Newport Coast Dr
-
2070L
3. Upgrade the communication system to support Ethernet -based communication from the
Newport Beach TMC to the CCTV cameras and traffic signal controllers noted above, via
the Main Library communication hub. The communication system upgrades shall be
implemented along the corridors listed below and may include fiber optic cable, wireless
communications, twisted pair cable, or other communications mediums, as detailed in
the Master Plan (Task 1).
ID Intersection_
I - MacArthur Blvd from Bison Avenue to San Miguel Drive
2 San Miguel Drive from San Joaquin Hills Road to Avocado
Avenue
I vocado Avenue from San Miguel Drive to the Main Library
_ ... .. ...... _
4 vocado Avenue from the Main Library to Coast Highway
5
to Newport Coast Drive
4. Required Permits, affected agencies, and coordination issues
Upon completion of the field surveys, we will prepare a draft and final PDR for review by the
City. The final PDR will serve as a basis for the project design to be completed in subsequent
Task 2 subtasks. Elements of the PDR will also be included in the Communication Master Plan.
Below is a summary of the efforts that will support the development of the PDR.
Traffic Signal Controller Upgrades
The design of the traffic signal controller upgrades will involve the preparation of design
packages for the installation of a new Model 2070L traffic signal controllers and
Econolite ASC /3 traffic signal controllers at 21 City - operated signalized intersections.
The Model 2070L traffic signal controllers will be installed in Type 332 cabinets and the
ASC /3 traffic signal controllers will be installed in NEMA cabinets.
ITB"S.
Page 16 of 26 January 8, 2007
The design of the traffic signal controller upgrades will include details on all necessary
cabinet equipment upgrades, intersection wiring, and communications interface. 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 the communication design plans as it is
envisioned that detailed signal plans will not be required as part of this project.
The design of the traffic signal controller upgrades should also address additional
intersection issues that could improve overall operations. As part of the 2003 Traffic
Flow Optimization Project, Iteris had identified some possible solutions to the queuing
problems at both San Miguel Drive & MacArthur Boulevard and San Miguel Drive &
Avocado Avenue. As identified in this past project, most of the queuing problems on this
link are caused by the geometric design of the intersections. Both the eastbound left
turn lane at MacArthur Boulevard and the westbound left turn lane at Avocado Avenue
are dual left turns. Despite the dual left turns, there is insufficient storage distance for
left turn pockets between Avocado Avenue and MacArthur Boulevard on San Miguel
Drive.
As part of the 2003 Traffic Flow Optimization Project, three recommendations were
made to alleviate the queuing issues at these two intersections. These
recommendations would be explored in detail as part of this project and the appropriate
design could be conducted as an optional task The three alternatives included:
1. Queue detection alternative — Install queue detectors at the end of the left turn bays
for both eastbound and westbound left turns. This would effectively Flush that
particular movement. When the queue detector cleared, normal operation would
resume. If the queue detector was not active, all phases would be served in normal
sequence. The operation would be similar to a lower priority rail track clearance.
2. Interconnect between Avocado Avenue and MacArthur Boulevard on San Miguel
Drive — Install interconnect to allow coordination between the two intersections.
3. Install one controller that would control both intersections of San Miguel Drive at
Avocado Avenue, and San Miguel Drive at MacArthur Boulevard. One controller
could conceivably handle both intersections, but a minimum of 16 phases and four
rings would be required. This would provide very tight control of coordination during
the peak hours.
The details of the traffic signal controller upgrades, including Ethernet communication
requirements, recommended upgrades, bandwidth requirements, and integration with
the new traffic signal system, and other possible intersection upgrades, will be
incorporated into the Preliminary Design Report, a deliverable of Task 2.
CCTV Cameras
The design of the CCTV cameras will involve the preparation of PS &E package for the
installation of new CCTV cameras at two locations. The CCTV system shall be fully
compatible with the Econolite icons® system the City will be installing. The design will
include details on all necessary cabinet equipment upgrades, intersection wiring, and
Page 17 of 26 January 8, 2007
communications interface. Civil engineering improvements will be limited to the
installation of CCTV cameras on existing poles. As illustrated below, both intersections
offer unobstructed views of the intersection and it is envisioned that the placement of the
CCTV camera can be determined based on an at -grade site inspection. If requested,
Iteris can conduct an optional bucket truck survey to aid in the site selection process (not
currently included in our cost estimate).
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.
Traffic Signal Communication Upgrades
Based on the details of the Master Plan prepared as part of Task 1, Iteris will prepare the
PS &E for the Phase I communication system. The design of the communication system
will focus on implementing an Ethernet -based communications system to support the
Phase I traffic signal controllers and CCTV cameras while serving as a foundation for the
expansion of the communication system to other corridors and signalized intersections
over time, as detailed in the Master Plan.
As detailed in the Master Plan, the design of the communication system may include
fiber optic cable, wireless communications, twisted pair cable, or other communication
mediums. 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 no existing infrastructure or the lack of spare
capacity in the existing infrastructure. ,
Main Library Communication Upgrades
Based on the details of the Communication Master plan in Task 1, Iteris will prepare the
PS &E for the Main Library communications system. The design of the communication
system will expand on field communication upgrades to the 21 intersections and will
upgrade equipment necessary to connect the 21 intersections to the City's WAN. Iteris
will meet and coordinate with the City's MIS Department to ensure proper integration.
ITFxrs.
Page 18 of 26 January 8, 2007
TMC Upgrades
Based on the details of the Communication Master plan in Task 1, Iteris will prepare
functional specifications for the upgrade of the existing Newport Beach TMC to
accommodate the upgrade of the traffic signal system and implementation of CCTV
cameras. The functional specifications will include information including layout of he
proposed improvements, equipment list, software requirements, and construction
modifications, to upgrade the TMC. This work does not include the actual
implementation or integration of the TMC upgrades. However, that work could be added
to Iteris' scope of work and budget as an addendum, at the City's discretion.
Design Reviews and Approval: It is assumed that the traffic signal controller upgrades, CCTV,
and Communications System Design 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.
The 60% submittal will also serve as the plan set distributed to the utility companies and third
party entities for identification of existing utilities. This distribution needs to occur at the 60%
level in order to adhere to the design schedule and prevent this effort from becoming the critical
path during design. Comments received by the utilities and third party entities will be
incorporated into the 90% and final submittals.
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. However, there may be some localized construction and other project
related activities that will require coordination with other agencies and entities. This may include
Caltrans, which will require encroachment permits for any work conducted on Caltrans right -of-
way, as well as utility companies, railroads, etc. As part of the PDR effort, we will identify the
affected agencies and entities, any permits that may be required by these agencies or entities,
and the actions that will need to be taken both in the design and construction portions of the
project.
Deliverables: Draft and Final Preliminary Design Report.
Task 2.2: Detailed Design
Once the details of the project elements have been identified and agreed upon by the City in the
form of the final PDR, Iteris will begin the detailed design phase that will produce the 60 %, 90 %,
100% and final submittals. The plans and specifications will include the traffic signal controller
upgrades, CCTV cameras, traffic signal controller cabinet, wiring and other intersection
upgrades, associated communication equipment, fiber optic, wireless 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:
a CCTV site plans at 20- scale.
.1'z'�ers
Page 19 of 26 January 8, 2007
Special Provisions: Caltrans standards and special provisions will be used for this project. It is
anticipated that there will be substantial new language needed to address the technical nature
of this project. To this end, we will compile and review special provisions used on similar
projects as a guide to achieve consistency. Where technological revisions are needed, we will
prepare appropriate language.
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.
Deliverables: Draft and Final Preliminary Design Report, and 60 %, 90%, 100% and Final
(Mylars) PS &E for Controller Upgrade, CCTV and Communication Design
Objective: Developed optimized coordinated signal timing plans for the Phase 1
signalized intersections.
In 2003, as part of the Traffic Flow Optimization Project for the City of Newport Beach, Iteris,
doing business as Meyer, Mohaddes Associates, developed optimized signal timing plans for
the entire City. The
figure below provides a
snap shot of the Synchro
network developed by
Iteris for that project.
The lessons learned
from the 2003 project will
assist our team to hit the
ground running.
The two study corridors
of MacArthur Boulevard
and Coast Highway
provide a number of
operational challenges.
A summary of some of
these challenges that will
need to be considered is
provided below:
a San Miguel Drive at MacArthur Boulevard and Avocado Avenue:
The closely spaced signalized intersections of San Miguel Drive at MacArthur Boulevard
and at Avocado Avenue present challenges to efficient intersection operation. Heavy
volumes in the AM and PM peak and the predominant paths the vehicles take result in
ITSRIS.
— Page 21 of 26 January 8, 2007
queuing problems. Based on the solution determined in the PDR and what is designed in
the PS &E component of the project, appropriate signal timing plans will need to be
developed.
Closely Spaced Intersections along Coast Highway
Offset "T" intersection of Goldenrod Avenue at Coast Highw ay
Heavy pedestrian activity, especially during the midday and PM peak periods along Coast
Highway
Task 3 to prepare the signal timing plans will be completed in three subtasks presented below.
Task 3.1: 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 10 key locations along MacArthur Boulevard and
Coast Highway. This data will be utilized to better understand the peaking characteristics of
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 along MacArthur Boulevard and Coast Highway (i.e. weekends, off -peak weekday
periods).
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 21 study intersections. Turning
movement counts at two 2 -hour peak periods will be collected to support the need for weekend
signal coordination along Coast Highway (12 signalized intersections) and the following six
intersections in close proximity of Coast Highway:
• MacArthur Blvd / San Joaquin Hills Rd
• San Miguel Dr/ San Joaquin Hil Is Rd
• Avocado Ave / San Miguel Dr
• MacArthur Blvd / San Miguel Dr
• Avocado Ave / Farallon Dr
• Avocado Ave / Corona Del M ar Plaza
The exact day (Saturday and /or Sunday) and the time period will be determined based on the
results of the ADT counts.
Deliverables: Traffic Counts Technical Memorandum
Task 3.2: Field Review
As part of this subtask, Iteris will review and analyze existing information, including as- builts,
intersection geometry, traffic conditions, traffic signal control equipment, and crash data to
identify deficiencies and low -cost improvements.
XTB"s
Page 22 of 26 January 8, 2007
, .I
Conduct Field Reviews for Verification
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 our own 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 and pedestrian displays, pedestrian push buttons.
Traffic Sianal Database Development
An important element of traffic signal management is the compilation of current traffic signal
information in a format that can be used for future changes. It would be beneficial to develop a
complete database that would include information such as signal equipment configuration (i.e.
phasing configuration) and signal timing parameters. Most recently Iteris developed similar
databases for the Regional Transportation Commission of Northern Nevada and Metropolitan
Transportation Commission in Northern California
Deliverables: Field Review Technical Memorandum
Task 3.3: Sianal Timina 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, 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 (21
intersections). In addition, two plans will be developed for weekend operation along Coast
Highway and the six intersections in close proximity of Coast Highway. Optimized signal timing
plans will be developed for each study intersection. 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.
Actuated Settings Analysis
As part of this sub -task, Iteris will review actuated settings for each study intersection to not only
ensure that the existing data from the 820/820A traffic signal controllers are transferred properly
to the new controllers, but to also 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 MUTCD minimum values); pedestrian 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
Iteris staff developed an extensive Synchro network of the City of Newport Beach as part of the
2003 Traffic Flow Optimization 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
Page 23 of 26 January S, 2007
sub -task 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
meet 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:
— Minimum thru split with pedestrian timing = Walk + Flashing Don't Walk + Yellow
+ All 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) and pedestrian (walk and
flashing don't walk) clearance times will be based on the minimum values dictated by the
California MUTCD.
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 MWMaralph= Meta aauadw 0,¢mu
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Page 24 of 26 January 8, 2007
3. Signal Groupinos/Subsystems: A sub - system evaluation will then be conducted.
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 (i.e. Jamboree Road), 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 contains a different group of signals within a
traffic signal system that have similar characteristics and are located adjacent to each
other. An important consideration in subsystem control is the definition of the control
area boundaries and the groupings of the signals that will operate within those
boundaries. 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 each subsystem. With the successful implementation of
proper geographical subsystems and timing plans, spread -out 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. Potential signal groupings could
be:
1. MacArthur Boulevard between Bison Avenue and Ford Road
2. MacArthur Boulevard at San Joaquin Hill Road and San Miguel Drive, San
Miguel Drive at San Joaquin Hill Road, and Avocado Avenue at San Miguel Drive
and Farallon Drive
3. Coast Highway between Avocado Avenue and Newport Coast Drive
4. Coast Highway between Newport Center Drive and Jamboree Road
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:
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
From the above- mentioned process, traffic signal timing plans for various times of the day will
be developed. The new timing plans will be submitted to City staff for their review and approval.
Iraxr.�
Page 25 of 26 January 8, 2007
Timing sheets (in the appropriate signal controller format) will accompany the brief technical
report presented to the City for review. The format will be easily integrated into the icons® traffic
management system and the appropriate signal controller (ASC /3 -NEMA or 2070L).
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.
It should be noted that the timing sheets developed for the City will not only include the
coordination parameters, but will also include all pertinent data required for the controller
swapping (from 820A to ASC /3 -NEMA or 2070L). Iteris is regularly in charge of transferring all
data from older to new controllers and has recently completed such an exercise for the City of
Mission Viejo and the City of Fountain Valley.
Signal Timing Implementation
Upon approval of the final timing plans/sheets, Iteris staff will enter all data into the controllers
prior to their field installation. Upon field installation, Iteris will work closely with Econolite to
ensure the data is uploaded to the central system. It should be noted that it is assumed that
Iteris will not be responsible for the population of the new controller databases. Iteris will only
input coordination related data into the new controllers.
Signal Timing Fine Tuning
Although modem optimization software produces excellent coordination plans, observation and
fine- tuning of the plans under field conditions is crucial to achieving the best possible
coordinated flows along the corridor. Once the 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), 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.
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
IrB"N,
Page 26 of 26 January 8, 2007
M
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City of Newport Beach
Master Plan & Phase I design
Iteris Cost Estimate
Date: January 8, 2007
TASK
2006 Rate
Staff
TAL
TOTAL
COST
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0 c
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0
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Y 9
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0 to
ad
NHOURS
sts0.00
5195.00
stao.00
s160.ao
sies.00
s+m.00
sas.on
I sno.co
s100.0o
365.00
Task 0:
Pro act Mana ement (7 month "s)"' "� �� '_ '
T:36
1'. =��.10'
4 -: -0
. , "8
- °- OF-
oil
6
_ .:0
0.1
IGck00 Meeting 0 total)
1 2
4
$640
0.2
Project Status Meetings
12
1 41
1 16
$2,560
0.31
Project Management/Administrative Activities
01
1 41
1
1
1
1
1 221
60
$7,860
Pert A: Future
Traffic
SIgnaU
Communications.
Master
Plan, Design_
TaskA''•
MasterPlan l,. -' :.�.�.'. _ " -
, ^40
-.` 0
t ' °0
" 20
-`: =- 20
105
. " 0
-:0
.226
-0
:' -. 410
�..$4T550:
1.1
Existing Conditions
41
1
8
8
20
30
70
$8,680
1.2
Alternatives Analysis
20
4
2
15
60
101
$11,680
1.3
Deployment Strategy
10
4
10
30
75
129
$14,990
1.4
Master Plan
6
4
40
60
110
512,000
Part.B:.Traffic Signals stem Upgrades
Task' 2•r
Traffic ,Signal .System Upgrade (PS&E)x�
�,75',.-
0
'F, *12
451
210.
220
:�'-=01
585
J; ��.` 0'
116711-,$,133,736
2.1
Preliminary Design Report
25
1
15
50
60
110
2601
S30,325
2.2
Detailed Design
50
12
50
160
160
475
907
5103,410
Task 'Traflic'Signal
Timing " -F ,g -:
f" 0
" -_" a0
' „ "18
X83
-. ,` O
92
4
P'r'92
170
'. -- 0
455
$53,760":1
3.1
Data Collection
4
14
14
36
68
$7,320.
3.2
Field Review
4
16
16
36
72
$7,760
3.3
Signal Timing Optimization and Implementation
1 a
75
62
62
98
315
$38,680
Total Hours!Laboi
' '151
-10
`30
—'111
`85.
'407
220
-.92
` "980
22
°_ -2108'
Total Labor
$245,465
ODCs
$2,500
ADT Counts(101owtions)
$1,000
Turning Movement Counts. (21 Loocationsl3 weekday & 2 weekend periods)
$14,250
' Total Project Cost
$263,215
•
•
Fax #: db •
CERTIFICATE OF INSURANCE
CHECKLIST
City of Newport Beach
This checklist is comprised of requirements as outlined by the City of Newport Beach.
Date Received: 02 -07 -07
Dept. /Contact Received From: Shaun
Date Completed: 2 -16 -07 Sent to: Shaun Oyler By: April Walker
Company /Person required to have certificate: Iteris Inc.
I. GENERAL LIABILITY
A.
INSURANCE COMPANY: Illinois Union Ins. Co.
B.
AM BEST RATING (A: VII or greater): A+ XV
C.
ADMITTED Company (Must be California Admitted):
Is Company admitted in California?
❑ Yes ® No
D.
LIMITS (Must be $1M or greater): What is limit provided?
2mi1 agg/imil occ
E.
PRODUCTS AND COMPLETED OPERATIONS (Must
include): Is it included?
® Yes ❑ No
F.
ADDITIONAL INSURED WORDING TO INCLUDE (The
City its officers, officials, employees and volunteers): Is it
included?
® Yes ❑ No
G.
PRIMARY & NON - CONTRIBUTORY WORDING (Must be
included): Is it included?
® Yes ❑ No
H.
CAUTION! (Confirm that loss or liability of the named
insured is not limited solely by their negligence) Does
endorsement include "solely by negligence' wording?
❑ Yes ® No
I.
NOTIFICATION OF CANCELLATION: Although there is a provision that requires
notification of cancellation by certified mail; per Lauren Farley,
the City will accept the
endeavor wording.
IL AUTOMOBILE LIABILITY
A. INSURANCE COMPANY: Hartford Casualty Ins. Co.
B. AM BEST RATING (A: VII or greater): A+ XV
C. ADMITTED COMPANY (Must be California Admitted):
Is Company admitted in California? ® Yes ❑ No
D. LIMITS (Must be $1 M min. BI & PD and $500,000 UM):
What is limits provided? 1 mil
E. ADDITIONAL INSURED WORDING TO INCLUDE (The City its
officers, officials, employees and volunteers): Is it included? ❑ Yes ® No
F. PRIMARY & NON - CONTRIBUTORY WORDING (For Waste
Haulers only):
Is it included? NIA ❑ Yes ❑ No
G. NOTIFICATION OF CANCELLATION: Although there is a provision that requires
notification of cancellation by certified mail; per Lauren Farley, the City will accept the
endeavor wording.
0
III. WORKERS' COMPENSATION
A. INSURANCE COMPANY: Twin City Fire Ins. Co.
B. AM BEST RATING (A: VII or greater): A+ XV
C. LIMITS: Statutory
D. WAIVER OF SUBROGATION (To include): Is it includeV ® Yes ❑ No
HAVE ALL ABOVE REQUIREMENTS BEEN MET? ❑ Yes ® No
IF NO, WHICH ITEMS NEED TO BE COMPLETED? General Liability: Insur a company not admitted; Auto:
additional insured endorsement missing.
0 0
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
Stephen G. Badum, Director
January 24, 2007
Scoff Carlson, P.E.
Iteris, Inc.
1515 S. Manchester Avenue
Anaheim, CA 92802 -2907
Subject: Professional Services Agreement for Traffic Signal Modernization — Phase 1 Design
Dear Mr. Carlson,
Enclosed are two copies of the Professional Services Agreement for the design of the above
referenced subject.
The Agreement provisions require you to furnish original certificates of insurance and original
endorsements in strict compliance with all of the requirements outlined in Section 14.
INSURANCE. An individual authorized by the insurer to bind coverage on its behalf must execute
these documents. Also, the Cancellation Clause shall read: "Should any of the above described
policies be cancelled before the expiration date thereof, the issuing company will mail 10 days written
notice to the certificate holder named to the left." All certificates and endorsements must be received
and approved by the City prior to the commencement of the work.. We suggest that you fax a
complete copy of Section 14. INSURANCE of the Agreement to your insurance carrier to
expedite the process. There are no exceptions to our insurance requirements.
Please sign both copies of the Agreement and return to me along with your certificates of insurance
and endorsements within 10 workina days of receipt of this agreement. Upon approval of your
insurance documents, the City of Newport Beach will execute the agreement and a copy will be
returned to you for your files. Work should not be started until your firm receives the fully
executed Agreement.
We look forward to working with you on this project. If you have any questions, please contact me at
(949) 644-3311.
Q naOyer
Public Works Specialist
Enclosures
f:luserslp6 risitlotR�Q�dnHe97i�ai66pF4pdDt Beach, California 92658 -8915
Telephone: (949) 644 -3311 • Fax: (949) 644 -3318 • www.city.newport- beach.ca.us