HomeMy WebLinkAboutItem 09 - Traffic Counting ServicesPublic Works Agency
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Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 16, 2024
TOPIC: Traffic Counting Services
AGENDA TITLE
Approve an Appropriation Adjustment and Increase the Agreement Amount by
$100,000 for Existing Agreements with AimTD, LLC and Transportation Studies, Inc. for
a New Aggregate Amount Not to Exceed $240,000 (Project Nos. 21-6897, 22-6897, 23-
6897, 24-6897) (Non -General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute second amendments to agreements for traffic
counting services with AimTD, LLC and Transportation Studies, Inc., to increase the
agreement aggregate amount by an additional $100,000, for a total agreement
aggregate amount of $240,000 from June 30, 2024 to June 30, 2025 (Agreement No. A-
2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The City performs studies for neighborhood traffic safety on an on -going basis, and staff
requires current traffic counts and field data in order to recommend improvements that
will lead to positive benefits to our community. Therefore, staff needs access to
specialized traffic counting services to conduct counts for neighborhood studies, the bi-
annual citywide traffic volume study, pedestrian and bicycle counts, and the annual
traffic signal and left -turn signal priority studies. The scope of services for this
agreement also includes data collection and speed surveys in support of speed hump
requests.
On July 20, 2021, the City Council approved professional services agreements for the
traffic counting services. Two consultants, AimTD, LLC. and Transportation Studies,
Inc., were approved for delivering these traffic counting services. Subsequently, on May
3, 2022, City Council authorized an additional $40,000 to be added to the agreement.
The approvals, so far, have allocated a total of $140,000 for use in Fiscal Years 2022-
2023 and 2023-24. Due to the large number of traffic counts that have been conducted
to comply with Citywide bi-annual traffic volume counts, various grant traffic count
requirements, as well as the citywide neighborhood traffic studies, the current fund
expenditure limit of $140,000 for Fiscal Year 2022-23 has been met. In order to
Traffic Counting Services
January 16, 2024
Page 2
continue to address neighborhood traffic safety related concerns and to allow for
additional counts needed for grants, an increase in the expenditure limit is needed for
the current Fiscal Year 2022-23 and future Fiscal Year 2023-24.
Additionally, the City Council approved these agreements to allow the City Manager and
City Attorney to extend the term of the agreement for up to two one-year periods as
needed. Staff recommends amending the Fiscal Year 2023-24 Traffic Counting
Services expenditure amount limit by an additional $100,000 for a new total aggregate
amount of $240,000 for the remaining Fiscal Year 2023-2024 and future Fiscal Year
2024-2025. Staff also recommends the City Manager and City Attorney to extend the
term of the agreements by one year with a new termination date of June 30, 2025
(Exhibits 1 and 2).
FISCAL IMPACT
The following table summarizes the funds budgeted and available in current FY 2023-24
for expenditure to deliver construction of this project. Any remaining balances not
expended at the end of the fiscal year will be presented to the City Council for approval
of carry-overs to FY 2024-25.
Fiscal
Accounting
Fund
Accounting Unit,
Amount
Year
Unit -Account
Description
Account
No.
Description
Original Contract
2023-24
03217662-66220
Measure M
Measure M2 Local
$90,000
(21-6897)
Street
Fairshare,
Construction
Improvements
Other Than
Building
2023-24
03217662-66220
Measure M
Measure M2 Local
$50,000
(22-6897)
Street
Fairshare,
Construction
Improvements
Other Than
Building
Amended Contract
2023-24
03217662-66220
Measure M
Measure M2 Local
$50,000
(23-6897)
Street
Fairshare,
Construction
Improvements
Other Than
Building
2023-24
03217662-66220
Measure M
Measure M2 Local
$50,000
(24-6897)
Street
Fairshare,
Construction
Improvements
Other Than
Building
Traffic Counting Services
January 16, 2024
Page 3
Fiscal
Accounting
Fund
Accounting Unit,
Amount
Year
Unit -Account
Description
Account
No.
Description
TOTAL:
$240,000
EXHIBIT(S)
1. Agreement Amendment — AimTD, LLC.
2. Agreement Amendment —Transportation Studies, Inc.
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Tom Hatch, Interim City Manager
EXHIBIT 1
SECOND AMENDMENT TO AGREEMENT WITH AIMTD, LLC,
FOR ON -CALL TRAFFIC COUNTING SERVICES
THIS SECOND AMENDMENT to the above -referenced agreement is entered into on January 16,
2024, by and between AimTD, LLC, a California limited liability company ("Consultant"), and
the City of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RECITALS
A. The parties entered into Agreement No. A-2021-136-02 ("Agreement") dated July 20,
2021, to retain Consultant to provide traffic counting services. Consultant was one of the
selected vendors to provide services and compensation is based on an aggregate amount
available to the selected Consultants for services provided on an on -call basis. The
Agreement is current and in -effect through June 30, 2024.
B. On May 3, 2022, the parties entered into a First Amendment to the Agreement (#A-2022-
066-01) to increase the overall compensation available to the selected Consultants.
C. The parties now wish to further amend the Agreement to increase overall not -to -exceed for
the aggregate compensation amount and exercise their first option to extend the term of the
Agreement
The Parties therefore agree:
1. Section 2, Compensation, is hereby amended to increase the total sum available to be
expended under this Agreement from $140,000 to $240,000.
2. Section 3, Term, is hereby amended to extend the term of the Agreement until June 30,
2025. The parties agree that they are exercising their first option to extend the term of the
Agreement.
3. Except as modified by this Second Amendment, all terms and conditions of the Agreement,
as amended, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the
Agreement on the date and year first written above.
ATTEST
CITY OF SANTA ANA
Jennifer L. Hall Thomas R. Hatch
City Clerk Interim City Manager
[signatures continued on next page)
Page 1 of 2
APPROVED AS TO FORM AIMTD, LLC.
SONIA R. CARVALHO
City Attorney
By.
Brarkt6frSalvatierra Olga P 1 nin
Deputy City Attorney Presid6nt and CEO
RECOMMENDED FOR APPROVAL
Nabil Saba, P.E.
Executive Director
Public Works Agency
Page 2 of 2
EXHIBIT 2
SECOND AMENDMENT TO AGREEMENT WITH
TRANSPORTATION STUDIES, INC., FOR ON -CALL
TRAFFIC COUNTING SERVICES
THIS SECOND AMENDMENT to the above -referenced agreement is entered into on January 16,
2024, by and between Transportation Studies, Inc., a California corporation ("Consultant"), and
the City of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RFCTTAT.S
A. The parties entered into Agreement No. A-2021-136-01 ("Agreement") dated July 20,
2021, to retain Consultant to provide traffic counting services. Consultant was one of the
selected vendors to provide services and compensation is based on an aggregate amount
available to the selected Consultants for services provided on an on -call basis. The
Agreement is current and in -effect through June 30, 2024.
B. On May 3, 2022, the parties entered into a First Amendment to the Agreement (#A-2022-
066-02) to increase the overall compensation available to the selected Consultants.
C. The parties now wish to further amend the Agreement to increase overall not -to -exceed
amount for the aggregate compensation and exercise their first option to extend the term of
the Agreement.
The Parties therefore agree:
Section 2, Compensation, is hereby amended to increase the total sum available to be
expended under this Agreement from $140,000 to $240,000.
2. Section 3, Term, is hereby amended to extend the term of the Agreement until June 30,
2025. The parties agree that they are exercising their first option to extend the term of the
Agreement.
3. Except as modified by this Second Amendment, all terms and conditions of the Agreement,
as amended, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the
Agreement on the date and year first written above.
ATTEST
CITY OF SANTA ANA
Jennifer L. Hall Thomas R. Hatch
City Clerk Interim City Manager
[signatures continued on next page/
Page 1 of 2
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By. --
Bran alvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba, P.E.
Executive Director
Public Works Agency
TRANSPORTATION STUDIES, INC.
Patti A. Talton
President and CEO
Page 2 of 2